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Administrative Assistant

EAST GREENWICH FREE LIBRARY

ADMINISTRATIVE ASSISTANT

 

SUMMARY

East Greenwich Free Library seeks an Administrative Assistant with at least three years’ experience. The successful candidate will be responsible for providing administrative and accounting functions for the Library, including preparing and processing payroll and accounts payable and processing receipts, monitoring expenditures and budget, processing special orders and corresponding with vendors, updating and maintaining databases and document files. Work also includes providing assistance to all departments as needed and providing information, instruction, advice and assistance to patrons in answering inquiries, requests, and complaints.

 

Please send current resume to employment@eastgreenwichlibrary.org. This position will be posted until filled. Candidates will be asked for three references after the first interview.

 

DUTIES AND RESPONSIBILITIES

  • Prepare weekly payroll for the Library. Reconcile and balance employee monthly accruals.
  • Prepare requisitions and purchase orders. Process special orders; process invoices for payment.
  • Receive, reconcile, and record receipt of library fines, annual appeal funds and memorial donations.
  • Record and maintain receipt of goods and services. Correspond with vendors to reconcile discrepancies.
  • Maintain and update financial records for document retention, and prepare financial reports for monitoring Library expenditures and budget balances.
  • Maintain archival accounting files and personnel records.
  • Maintain an inventory of supplies necessary for building operations, order goods and services as needed to ensure the proper operation of the Library.
  • Field requests for and schedule use of Library Community Room. Update recurring events scheduled at Library.
  • Assist the Director in the planning and execution of the Annual Meeting.
  • Maintain the Library’s disaster plan.
  • Maintain periodicals subscriptions.
  • Maintain various annual lists.
  • Perform clerical tasks related to the Annual Appeal.
  • Perform other job-related duties as required.

 

The duties listed above are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the class, or it addresses business needs and changing practices.

 

EDUCATION AND EXPERIENCE

  • High school diploma or equivalency
  • A minimum of three years administrative assistant experience
  • Knowledge of principles and practices of basic office management.
  • Expert computer skills in appropriate software, including Microsoft Word, Excel, QuickBooks, various email applications, etc.

 

KEY COMPETENCIES

  • Well-organized, reliable, and punctual
  • Attention to detail and accuracy
  • Ability to understand and follow written and verbal instructions, policies, and procedures
  • Ability to prioritize multiple tasks and duties that may have competing timelines
  • Ability to work patiently and amicably with staff and patrons of all ages and backgrounds
  • Ability to listen, analyze and respond appropriately to the needs of patrons, resolve conflicts diplomatically, and maintain harmonious working relationships
  • Friendly, outgoing, and welcoming conduct when working with the public and other staff
  • Flexibility and the willingness to adapt to a changing workload
  • Valid driver’s license and personal vehicle for duties outside the building (mileage is reimbursed)
  • Eligible for permanent employment in the United States
  • Ability to pass a criminal background check
  • Discretion and ability to maintain strict confidentiality when handling and processing sensitive information
  • Maturity, tact, resourcefulness, and the ability to work under pressure.

 

PHYSICAL REQUIREMENTS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

  • Environment: Work is performed primarily in a standard office environment; incumbents may be required to work evening and weekends.
  • Physical: Primary functions require sufficient physical ability and mobility to work in an office setting, to stand or sit for prolonged periods of time; to often walk, stoop, bend, kneel, crouch to floor level, reach to a height of 66 inches, climb, and twist; to lift, carry, push, and/or pull light to moderate amounts of weight (up to 50 pounds) including library materials, carts and furniture; to operate office equipment requiring repetitive hand movement and fine coordination including use of a computer keyboard; and to verbally communicate and exchange information.

 

EQUIPMENT USED

Personal computer and peripheral devices, copy machine, telephone, tablet, projector, accounting software, general office software, and library software

 

PREFERRED KNOWLEDGE AND SKILLS

  • Bachelor’s degree in Business Administration or a related area.
  • Three to five years of experience in payroll, accounting, and/or experience in a related area, or any equivalent combination of education and experience.
  • Familiarity with public library operations.

 

COMPENSATION

  • This is an hourly position that pays $20.00 per hour, for 25 hours per week.
  • The schedule is generally weekday business hours. Nights and/or weekends may be required for special events.
  • Paid holidays, vacation, sick and personal time.

 

East Greenwich Free Library is an Equal Opportunity Employer.