Library Assistant - Administrative Support

POSITION PURPOSE:

The Library Assistant – Administrative Support performs a variety of moderate to complex clerical duties of an administrative or academic capacity in the Richard M. Sanchez Library.  The Library Assistant – Administrative Support will assist in the coordination and delivery of routine office and business management services and assist the Dean of Libraries with all matters related to the budget, purchasing, invoicing, generating of reports, record keeping, and processing of forms for the Business Office and Human Resources.

GENERAL DUTIES AND RESPONSIBILITIES:  

• Performs all functions associated with service at the circulation desk.
• Responsible for creating and submitting all required paperwork, such as purchase orders, handling invoices, budget transfers, etc.
• Maintains all files related to purchases, vendor contracts, etc.
• Processes all materials acquired for public use. 
• Issues notices regarding overdue items.
• Operates the telephone system as necessary, along with other routine business office machines.
• Assists, when needed, with the ordering of office supplies, forms, equipment and helps to maintain an adequate inventory.
• Assists, when needed, in staff training.
• Interacts, primarily by phone and e-mail, with all administrative departments.
• Serves as primary liaison between the library and the Business Office.
• Assists with the coordinated effort of processing incoming and outgoing mail.
• Responsible for all monies received from library fines and fees.
• Uses a word processor to perform typing tasks including manuscripts, reports, contracts, minutes, schedules, proposals and statistical reports which may require complex tabulation and statistical tables.
• Provides clerical support and assistance to help ensure the efficiency of regular business operations.
• Assists the Dean of Libraries in all matters related to the budget.
• Provides services in all areas of the library as needed.
• Performs other related duties as assigned.

KNOWLEDGE, SKILLS AND ABILITIES:

• Must be highly organized and detail oriented.
• Must be able to perform duties with minimal supervision.
• Must be willing to pursue opportunities for professional development.
• Must demonstrate poise, tact, and professional competence in a wide variety of interactions with faculty, staff, administrators, and members of the public.
• Must be a quick study.
• Must be willing to go the extra mile and go beyond the call of duty to get the work done.
• Must be supportive of the college’s mission and vision.
• Must be supportive of the library’s mission statement.
• Must be willing to adhere to college policies and procedures.
• Must be able to work in a collegial spirit with all members of the library staff.
• Proficient in word processing abilities, good typing and keyboarding skills and basic computer literacy skills.
• Ability to work effectively with students, faculty, administrators and staff.
• Ability to communicate effectively orally and in writing.
• Thorough knowledge of the college policies and procedures and the ability to use that information in responding to various situations.
• Thorough knowledge of office terminology, equipment and procedures.
• Ability to demonstrate good personal communication skills.
• Thorough knowledge of and enthusiasm for good customer service.
• Must like working with students.
• Must be able to handle high stress levels with multiple tasks.

POSITION QUALIFICATIONS:
Required:

• High School diploma (or equivalent) required.
• Will consider any equivalent combination of experience and training, which provides the required knowledge, skills and abilities.

Preferred:

• Associates degree.
• Two (2) years office or administrative experience. 

WORKING CONDITIONS:

• Primary duties performed behind the scenes with minimal supervision.
• Highly organized work environment requiring logical thinking, concentration, and attention to detail.
• Variances from regular working hours may be necessary to fulfill the responsibilities of the position.
• Busy working environment with numerous interruptions.
• Constant interaction with students from a wide variety of backgrounds.

SALARY:  $23,744. annually (This is a 12 month position to be paid over 12 months)