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Administrative Assistant Job Description PDF
Overview
The East Greenbush Community Library is seeking candidates for a full-time Administrative Assistant. This brand-new position will report to the Library Director and provide a variety of complex and confidential secretarial and project management duties for the Library Director and the Library Board of Trustees.
This position is responsible for driving the efficiency and organization of the Library Director’s office and will relieve the Library Director of administrative details. It is 100% on-site and will include some scheduled evening commitments, for which the position’s hours may be flexed at the discretion of the Library Director.
This position will function in a highly confidential capacity and will perform calendar management for the Library Director, maintain accurate financial recordkeeping, track and compile statistics, create/manage spreadsheets, prepare research reports and memoranda, maintain/digitize files, write correspondence, record meeting minutes, process mail, and manage an inventory of supplies.
It is an ideal role for a resourceful, flexible professional with exceptional organizational skills and an impeccable attention to detail. The successful candidate will exhibit professionalism, honesty, discretion, exercise considerable judgment, and manage multiple projects to completion in an efficient time-sensitive manner. We are looking for someone who is comfortable with Microsoft Excel, Word, PowerPoint, project management tools, and who can quickly pick up new software requirements when needed. The work environment is fast-paced, so troubleshooting and problem-solving skills are critical.
Administrative Responsibilities
- Oversee the development and execution of the Library Director’s calendar, anticipating conflicts and effectively negotiating competing interests.
- Prepares the Library Director for meetings and events, provides note-taking, and where appropriate, summarizing and preparing responses and tracking action items to ensure responsiveness and closure.
- Alerts the Library Director about upcoming deadlines on incoming requests or events.
- Handles tasks with immediacy and (at times) confidentiality.
- Prioritizes and proactively responds to matters on behalf of the Library Director. May act as a phone receptionist and initial point of contact for library-related questions, referring more complex questions to Library Director or other departments as required.
- Develops familiarity and a professional working knowledge of library policies and procedures, works with Library Director to craft, edit, and maintain library policies and procedures.
- Drafts correspondence and reports on behalf of the Library Director for review and distribution.
- Maintains detailed minutes on meetings and activities, creates and circulates reports as requested.
- Performs special projects as directed by Library Director
- Manage external contacts for Library Director, proactively understanding who they are, which are priority contacts and keeping track of periodic communication needed for priority contacts.
Finance/Operations
- Performs a variety of office tasks including maintaining records, ordering supplies, and performing basic bookkeeping.
- Assist with overall budget preparation, fiscal and statistical records and reports as assigned.
Library Board
- Supports the Library’s governing Board of Trustees, monitors and maintains compliance with legal requirements, notices, and requests for information.
- Prepares official Library Board correspondence, coordinates meeting spaces and technology needs, distributes meeting materials.
- Facilitates Board communications, attends board meetings, records minutes, prepares annual meeting calendar, and follows up to ensure participants are aware of assigned tasks.
- Tracks and compiles annual Library Board activities and priorities, consolidates input from various departments in order to prepare all monthly meeting materials.
External Relationships
Assists with planning virtual and in-person gatherings, secures and prepares meeting spaces, creates agendas, manages RSVP lists, assists with major events/special occasions as necessary.
Human Resources
- Coordinates recruitment, hiring process, and documentation process for new employees.
- Manages personnel records and employee benefit plans, as assigned
Additional duties as assigned.
Required Skills
- Willingness to be flexible and adaptable to changing priorities.
- Ability to comprehend Library Director’s needs quickly and accurately.
- Possess superior organizational skills, with a demonstrated ability to meet deadlines in a fast-paced environment, exercise considerable judgment and manage multiple projects to completion in an efficient manner.
- Must have the ability to learn and become proficient and accurate in functions required to perform job duties, working effectively independently or as part of a team to complete tasks as assigned.
- Ability to express ideas, present data, reports, and comments clearly and effectively.
- Thorough knowledge of common office software programs used for word processing, spreadsheets, databases, presentation applications, social networking systems, the Internet, library software and other emerging technologies.
- Working knowledge of board and committee operations and meeting procedures.
- Working knowledge principles of account keeping.
- Must communicate effectively using English. Must read, write, and understand English at a level appropriate to the position.
- Ability to work some nights and weekends for events/board meetings when needed (with advance notice)
- Proven experience as an executive assistant or other relevant administrative support experience.
Physical Demands of the Job
- Work involves remaining in a stationary position most of the time in front of a computer, using a keyboard, mouse, and telephone.
- Regularly operate a computer and other office equipment.
- Occasionally move about the building to access storage, files, office equipment, etc.
- Communicate or exchange information in person and electronically
Minimum Qualifications
One of the following:
- Graduation from a regionally accredited or New York State registered four (4) year college or university with a bachelor’s degree in the business field; or
- Graduation from a New York State registered college or university with an associate degree in the business field and two (2) years of relevant experience; or
- Graduation from high school or possession of an equivalency diploma and five (5) years of related experience.