Administrative Assistant -Ringwood Public Library

Job Description:

Position Title: Administrative Assistant

Position Class: Clerical/Support Position

Salary Range:  Shall be consistent with NJLA recommended starting salaries.

Position Requirements:

1. High School diploma.

2. Shall possess a demonstrated knowledge of computer programs, specifically Microsoft Office (Word, Excel, Access, Publisher and Outlook) and Internet Explorer.

3. Shall possess computer skills consistent with the Library’s automated system; specific knowledge of the Library’s ILS is highly desirable but not required.

4. Shall demonstrate typing and spreadsheet skills.

5. Shall have experience or training in business procedures, especially statistical record keeping using Excel. Experience with QuickBooks is highly desireable.

6. Shall be able to communicate clearly and effectively, both verbally and in writing.

7. Shall possess good organizational skills.

8. Shall possess good initiative.

9. Shall be able to take direction and process instructions for a constant variety of new procedures.

10. Shall be able to work harmoniously with patrons, staff and supervisor.

Position Summary:  Performs a wide range of secretarial and support services to the Library Director.

Special Working Conditions:

Work is performed primarily while sitting at a desk and computer. Physical exertion may be required to lift boxes of supplies and files from overhead and from the floor. Sufficient vision is essential to read, both paper documents and the computer screen. Clear speech and hearing acuity are essential to communicate with patrons, staff and vendors, both in person and on the phone.

Duties:

1. Shall provide confidential secretarial support services to the Library Director, including preparation of all correspondence, grants, HR reports and documents, telephone calls etc.

2. Shall be responsible for overseeing all statistical record keeping, both in-house and consortium-wide, using the Library’s automated system. 

3. Shall organize and tabulate monthly usage surveys.

4. Shall maintain a master file of all donations in the various donor programs, e.g. memorials, memberships, direct mail drive etc.

5. Shall maintain records of all magazine and newspaper subscriptions and communicate with the vendors regarding shortages and delivery problems.

6. Shall be responsible for ordering and maintaining inventory of all library and office supplies and equipment.

7. Shall prepare in final format and distribute library press releases.

8. Shall maintain communication with vendors and coordinate all returns.

9. Shall maintain specialized membership mailing/email lists. 

10. Shall prepare all vouchers for the payment of invoices.

11. Shall provide circulation desk coverage as needed.

12. Shall perform other duties as assigned.

The Administrative Assistant shall be under the supervision of the Library Director.

Application link or email address: delia@ringwoodlibrary.org

Salary range or hourly wage: $20.00/hour

MLS required: No, an MLS is not required.

Job focus:

Work schedule: