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Administrative Assistant

SCHEDULE: 16 hours/weekly

REPORTS TO: Library Director

DEADLINE TO APPLY: Friday, October 7th

STARTING SALARY: $16.00/hour

Branch Assignment: Central Branch

SUMMARY

The Grosse Pointe Public Library is seeking a professional and organized Administrative Assistant to support the Library Administration Office. The Grosse Pointe Public Library is a Class 6 Library, with a service population of 52,000+ people and three branches. There is strong community support for the Library and its collections, services and programs offered. Technology is integrated into Library services. The successful candidates will have the desire to work in a collaborative, team environment and take pride in providing prompt and friendly service to customers of all ages, and have a passion for serving the community.

The following Core Values are the foundation for day-to-day operations, management, and leadership of the Grosse Pointe Public Library:

  • Service
  • Access to Information & Resources
  • Intellectual Curiosity
  • Respect
  • Inclusion
  • Innovation
  • Kindness

JOB RESPONSIBILITIES

  • Provide administrative support as needed
  • Assembles and distributes the monthly library board packet and posts meeting notices, as needs
  • Attends monthly board meetings and records board minutes in the absence of the Operations Manager
  • Maintain files of applicants, shredding old resumes after six months
  • Prepare on computer the weekly librarians’ schedule for distribution throughout the branches
  • Schedule substitutes for library staff vacations, illness, and other leaves of absence
  • Monitor sick, vacation and personal leaves of staff via the payroll and time management software
  • Maintain inventory control, shelving of supplies, and ordering
  • Reconciles the monthly credit card bill
  • Act as liaison with vendors and service providers
  • Greet public and staff contacting Director’s office
  • Open, date and distribute mail
  • Place, receive and route telephone calls
  • Type letters, reports, memorandums and other library documentation as required
  • Maintain an efficient filing system
  • Distribute communications and materials to staff
  • Operate office machines
  • Book and confirm meeting room reservations
  • Any other duties assigned by the Director and Assistant Director

QUALIFICATIONS

  • Accuracy and skill in word processing and computer usage
  • Proficient in Windows and Microsoft Office Suite, and ability to quickly learn new software
  • Demonstrated ability to work independently, organize work, and set priorities
  • Good communication and organizational skills
  • Excellent phone presence
  • Ability to work effectively with office staff, library staff, and general public
  • Aptitude for learning library routines
  • Ability to maintain confidentiality of library records, personnel, and administrative matters
  • Positive public service attitude

The above statements are intended to describe the general nature and level of work being performed by people assigned this classification. They are not to be construed as an exhaustive list of all job duties performed by personnel so classified. This position is currently at the Woods branch. Location of position could change at any time. All levels of diversity are encouraged to apply.

High School Name and City; College Name and City
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