• Job Description

  Req#: 474815
  Title:	Administrative Assistant
  Internal Classification:	NBU1 (FLSA non-exempt)
  Primary Location:	Administration, Main Library
  Hours:	Full-time (40 hours/week)
  Target Salary Range:	$37,000-42,000/year, based on skills and experience

  
  

  
  

  
  

  
  

  
  

  Posted: 1/24/2024

  Due to the recent internal promotion of this position's previous incumbent, Stark Library is seeking a full-time (40 hours/week) Administrative Assistant to work at our Main Library location.

  The Administrative Assistant is primarily responsible for performing a wide range of administrative and office support activities for multiple departments. This role will also serve as a back-up to the Receptionist, covering daily breaks and other time off.

  This position will work closely with the Administrative Supervisor, cross-training on tasks, to provide excellent customer service and clerical support to the library’s leadership team and their departments. The ideal candidate is a multi-tasker with strong organizational skills who enjoys every day looking a little different. Intermediate level proficiency in Microsoft Word and Excel will also be important for success in this role.

  In addition to a competitive salary and opportunity to work for a mission-driven organization, the successful candidate will qualify for all benefits offered through the library. Examples include:

  • Medical Insurance - PPO through Aultcare or Medical Mutual with 300 deductible
  • Dental and Vision Insurance - 100% paid for employee only coverage
  • Life Insurance - Basic library-paid plus options for supplemental life
  • Generous paid vacation and sick time
  • 10 paid holidays and up to two floating holidays/year
  • Ohio Public Employee Retirement System (OPERS)

  
  

  If you are interested in working for an organization directly serving the community in meaningful ways and the requirements of this role align with your skills and professional interests (detailed job description below), please submit your application and resume.

  Job Summary
  Provides clerical support to the Library’s Directors and their respective teams. Attends to visitors and fields inquiries from patrons, staff, and vendors in-person and over the phone.

  Essential Functions

  • Performs a wide range of administrative and office support activities including, but not limited to:
    • Proofreading and editing correspondence and documents
    • Scheduling meetings and selects meeting rooms
    • Taking minutes at specified meetings
    • Formats, copies, scans, mails, and files electronic and hard copies of documents
    • Laminate documents by systemwide requests
    • Assists with the formatting, organization, and storage of policies, procedures, and other documentation as directed
  • Assists with public and community services projects, including, but not limited to:
    • Maintaining, updating, and sending project-related documentation and communication materials
    • Maintains documentation for internal purchase orders and requests for checks as directed
    • Creates packets for specific programs and services
    • Gathers information or supplies for various projects or events and distributes materials as needed
    • Supports Circulation and Collection Development by coordinating delivery of specialized materials to patrons at Main
  • Processes training & conference requests, including completing registrations and booking travel
  • Schedules interviews for internal and external applicants under the direction of Human Resources
  • Performs reception duties for Administration, including staffing the reception desk, answering systemwide phone calls, and other tasks, as assigned:
    • Daily lunch breaks
    • Periodic partial and full days

  Other Functions

  • Monitors assigned Library email accounts and responds or redirects as appropriate when performing reception duties
  • Assists with the management of Main Library conference room usage; schedules and coordinates meetings and appointments
  • Maintains supplies and general order of the reception area, Board Room, and shared administrative area of the Main Library
  • Provides data entry for various processes as assigned
  • Acts as back-up for creation of the monthly Board Packet
  • Provides clerical support to the Foundation as assigned
  • Other duties as assigned

  Qualifications

  Education and Experience

  • High School diploma or equivalent
  • Minimum 2 years administrative assistant or similar office experience
  • Notary public certification with an active commission in Ohio or ability to obtain such certification is a plus
  • Experience in public libraries or public-sector organizations is a plus
  • Experience operating a phone system is a plus
    
    Core Competencies

  Adaptability Communication Customer Service

  Dependability Ethics & Integrity Initiative

  Job Knowledge Quality of Work Teamwork

  Knowledge, Skills, Abilities

  • Strong customer service skills
  • Strong organizational skills
  • Demonstrated attention to detail
  • Professional written and verbal communication skills
  • Ability to operate general office equipment, in cluding multi-functional copiers, phone systems, etc.
  • Ability to maintain composure under pressure
  • Intermediate proficiency in Microsoft Word, Excel. Adobe DC skills are a plus.

  Working Conditions and Physical Requirements

  • This job operates in a professional office environment with exposure to central climate control, overhead lighting, and low-to-moderate noise levels.
  • While performing the duties of this job, the employee is regularly required to speak and hear, sit for extended periods of time, stand, walk, bend, stoop, use hands and fingers to perform repetitive motions, and reach with hands and arms, and to lift, push, or pull objects weighing up to 15 pounds. It requires the ability to use standard office equipment including computers.
  • Some travel by personal automobile for frequent off-site meetings in various settings may occur. Occasional overnight travel may be required.
  • Standard working hours are Monday through Friday, 8:00 a.m. to 5:00 p.m. Performing work tasks outside of these hours, including weekends, may be required due to the community service nature of the Library and hours open to the public.

  The intent of this description is to provide a representative summary of the essential duties and responsibilities of an individual working in this job. Employees may be requested to perform job-related tasks other than those specifically presented in this description.

• About the company

  Stark Library has 10 locations, 6 mobile libraries, and a 24/7 digital branch, serving nearly 2 million visitors a year. We invite everyone into a welcoming place, inform them with resources to help them grow, and send them out to transform the world.

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