Administrative Assistant Jobs

Description

The Administrative Assistant serves as administrative support to the Library Director and Branch Managers of the Elbert County Library District dba Pines & Plains Libraries. The Administrative Assistant position is responsible for providing administrative support to the Elbert County Library District.

Essential Duties: The essential functions or duties listed below 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 logical assignment to the position.

General office duties

• Coordinates and oversees court-ordered volunteers from multiple jurisdictions, and follow up with required documentation.
• Answers phone calls in District Office
• Assists Director in the preparation of documents and reports for Board Treasurer, Auditor and other oversight authorities.
• Coordinates signing of purchase orders and checks, files transaction records, and mails accounts payable/receivable paperwork. ? Manages District benefits and insurance accounts, including health insurance, PERA, county health pool, workman’s compensation, employee supplemental insurance, and District property and liability insurance.
• Prepares and proofreads correspondence in support of the Library Director and Management team.
• Maintains an inventory of supplies for the copy machine/printer; orders goods and services as needed to ensure the proper operation of office equipment.
• Records and maintains receipt of goods and services and corresponds with vendors to assist bookkeeper and reconcile discrepancies
• Prepares draft amendments to the Staff Handbook, Trustees Bylaws and Policy Manual, following Board approval of such amendments.
• Schedules and coordinates inspections by safety authorities, e.g., fire and police departments and safety support services, including labor law postings, backflow systems and fire extinguishers.
• Performs other similar or related work as required.
• Maintains District’s annual calendar, including board meeting dates and locations; closure dates; all-staff meeting dates; local, state and federal reporting deadlines; and local special event dates.
• Assists Director in preparation of annual report to the Colorado State Library.
• Maintains and updates bulk email list for patron newsletter.
• Works with bookkeeper to make sure District deposits are successfully conducted with our banks.
• Supports Director, Branch Managers, and Activity Service Guides in procuring materials for preparing for and executing district programs and training.
• Schedules meetings and appointments for the Library Director
• Maintains an updated collection of forms and templates for employee access in Google Drive (or similar sharing software)
• Assists Director and Activity Services Guides in compiling and proofing content for monthly and special newsletters.
• Conducts annual assessment of supplies and materials needs and usage to assist Director in evaluation of budget needs
• Performs all tasks and paperwork necessary to onboard new employees and delete departing employees from District systems, including but not limited to, PERA, insurance, payroll, employee files and the State of Colorado.
• Maintains archive of accounting files and personnel records.
• Coordinates office supplies ordering and inventory in support of the District Office.
• Coordinates work done by local vendors and contractors, e.g., electricians, plumbers, snow removers, backflow testers, trash removers and printers.
• Assists District and Branch Managers with District outreach activities in support of the Library.
• Orders and maintains District promotional materials, including welcome letters, event banners and table covers, and giveaway items.
• Provides administrative support to the Library Director and Board of Trustees in support of Board meetings, and prepares board information packets.

Supervision Received: Under general direction of the Director, plans and prioritizes most of the work independently, in accordance with standard practices and previous training. Employee is expected to solve most problems of detail or unusual situations by adapting methods of interpreting instructions accordingly. Instructions for new assignments or special projects usually consist of statements of desired objectives, deadlines, and priorities. Technical and policy problems or changes in procedures are discussed with supervisor.

Requirements

Required Skills/Abilities:

• Excellent interpersonal and customer service skills.
• Excellent verbal and written communication skills.
• General understanding of clerical procedures and systems such as recordkeeping and filing.
• Proficient with technology for digital filing, uploading and recordkeeping, email and digital correspondence
• Proficient in Microsoft Office Suite or related software.
• Ability to manage multiple tasks through frequent interruptions, paying attention to details, ability to be flexible in adapting to change.
• Excellent organizational skills and attention to detail.
• Ability to listen, analyze and respond appropriate to the needs of the staff, resolve conflicts with tact and diplomacy, and maintain a harmonious working relationship.

Education and Experience: Associates Degree, or equivalent experience/combined education, with addition specialized training in specific aspects of job functions and/or demonstrated ability to perform assigned tasks. Familiarity with library sciences and desktop applications preferred.

20 hours/week

$15.08 - $18.85/hour depending upon qualifications