Administrative Assistant/Deputy Fiscal Officer
37.5 hours a week full-time, non-bargaining unit
- The Administrative Assistant/Deputy Fiscal Officer provides administrative, technical and clerical support for the Library Director and Library’s leadership administrative team. The position requires broad knowledge of library strategy, operations, and policy. The Administrative Assistant/Deputy Fiscal Officer exercises considerable independent judgment, discretion with handling confidential and sensitive information and is innovative and resilient.
- Supports the Library Director and administrative team in documentation, communications, and reports.
- Creates positive experiences for library patrons and internal customers.
- Presents a positive image of the library in attitude, communications and appearance.
- Develops familiarity and professional working knowledge of library policy and procedures.
- Works with the Library Director to craft, edit and maintain library policies and procedures.
- Acts as a liaison and facilitator for internal meetings and strategy sessions.
- Maintain office supply inventory, equipment maintenance schedules, Library calendar.
- Supports and facilitates the creation of strategic plans, annual tactical plans, and outcome measures.
- Performs special projects as directed by the Library Director.
- Attend staff and community meetings as required, occasionally outside of regular working hours.
- Manages accounts payable functions, including auditing of requisitions and invoices; processes invoices and checks for payment; resolves issues with vendors; maintains files of accounts payable records.
- Coordinate and perform daily cash collections, counts, reports and make deposits.
- Serves as back-up to the Fiscal Officer in his/her absence to assure the continued day-to-day fiscal operations of the library.
- Provides assistance during state audits.
- Assembles, mails, and emails monthly packets to the Board of Trustees.
- Mails checks for payment of bills and orders.
- Ability to maintain confidentiality, use tact and diplomacy and professionalism.
- Ability to work independently. Strong organizational skills. Excellent attention to detail.
- Ability to develop and maintain effective working relationships with the Board of Trustees, leadership team, staff and public.
- Strong interpersonal skills, including both written and verbal communication, ability to proofread the work of self and others with a high degree of accuracy.
- Must be able to perform basic accounting and mathematic computations with a high degree of accuracy.
- Must be familiar with standard office equipment including personal computers and word processing, spreadsheet, and database software and be able to learn and implement Library specialty software systems and procedures.
- Expert knowledge of MS products (word processing, spreadsheets, and presentation applications) social networking and emerging technologies.
- Must qualify to be bonded.
Minimum three to five years’ experience holding a senior level office administrative position responsible office, account, customer service, and problem solving.
Ability to occasionally lift, carry and put away parcels weighing up to 30 pounds.
Ability to sit, stand and use computer workstations, including keyboard.
Tools and Equipment
Computer, adding machine, paper cutter, fax, copier, telephone, mobile devices and other office equipment.