Library Assistant Administrative Support
Kalamazoo Public Library
On-site
Kalamazoo, Michigan, United States
Library Assistant Administrative Support
Branch & Community Services
KPLSP Library Assistant Associate
Position Summary:
Responsible for performing administrative, clerical and customer service functions to support operations in the Branch & Community Services Department (BCS) under the direct supervision of the Head of Branch & Community Services. Serves as administrative assistant to the Head of BCS and provides support services for the BCS team and library branches.
Duties and Responsibilities
Duties and Responsibilities
- Provides primary administrative and information management support to the head of the department including oversight of task related to social services coordination, program preparation and outreach activities social services,
- Provides support to Branch Managers, and Branch & Community Services team as needed to advance outreach and engagement goals.
- Collects, organizes, and maintains data for departmental projects, reporting and grant applications.
- Assists with the preparation, monitoring, and reconciliation of the departmental budget. Reviews branch programming documentation to ensure compliance with contractual and budget requirements; processes check requests, purchase orders, credit card statements and departmental billing.
- Provides administrative support to social service initiatives, including coordination the Coffee and Conversation program, liaising with community partners and managing the inventory and distribution of food bags, menstrual products across all library locations.
- Orders, tracks, and maintains supplies and materials necessary for departmental programs and services. Maintains accurate department records and filing systems in accordance with library policies.
- Provides logistical support for external and internal library events, programs, and community engagements as assigned.
- Maintains up-to-date schedules for peer navigators and library notary publics within the library scheduling system.
- Provides direct patron service at public desks; responds to general inquiries and complaints, assists in the location of materials and use of KPL digital platforms; responds to basic reference and reader advisory questions; instructs patrons in the use of all library resources.
- Provides general supervision, direction and mentorship to hourly circulation staff including assisting in training staff in circulation processes and procedures as needed.
- Prepares and distributes minutes for department and committee meetings as assigned.
- Orders and maintains supplies and materials for department programs and services.
- Manages content for the Community Engagement myKPL page and communication channels.
- Participates in departmental meetings, library-wide committees, and training opportunities.
- Performs other duties and special projects as assigned.
Professional Competencies:
Job Specific Knowledge and Skill: Acquires and applies knowledge, skills and experience to accomplish results.
- Demonstrates a basic understanding of library processes and procedures.
- Demonstrates knowledge and correct usage of Workflows and Financial Edge.
- Keeps informed of trends in library practices and services.
- Demonstrates strong administrative and organizational skills.
- Demonstrates an advanced level of understanding of departmental budgeting.
Organizational Support/Ethics: Contributes to the improvement and success of the library system by aligning work priorities with library vision, goals, and strategic plan.
Customer Service: Demonstrates strong public service orientation. Represents the library positively and professionally when dealing with staff, managers, vendors, colleagues, and members of the public.
Creativity/Innovation: Looks for opportunities to apply new and evolving ideas, methods, design and technologies.
Quality: Provides high quality services, processes, and programs while consistently seeking ways to improve outcomes and enhance services.
Communication skills: Conveys ideas and facts using language appropriate to the audience and situation.
Accountability: Takes personal responsibility for the quality and timeliness of work and achieves results with little oversight.
Flexibility/Adaptability: Performs a wide range of tasks, responds to change in directions and priorities, and accepts new challenges, responsibilities, and assignments.
Technology skills: Demonstrates up-to-date computer and technology skills necessary for effective communications, completion of job responsibilities and provision of quality customer service.
Professional development: Pursues professional development and continuing education opportunities throughout career.
Safety: Adheres to all workplace and trade safety laws, regulations, standards, and practices.
Leadership: Sets and models high performance standards characterized by integrity; earns trust and respect of others by coaching, inspiring and empowering teams of people to achieve departmental objectives.
Attendance/Punctuality: Demonstrates reliability by consistently arriving to work, meetings and appointments on time. Adjusts schedule and remains flexible to meet changing work needs and demands.
Minimum Qualifications
- Demonstrated strong administrative and organizational skills.
- Fundamental knowledge of library practices and procedures.
- Strong public service orientation.
- Demonstrated proficiency in Microsoft 365 with strong file management.
Physical demands and work environment
The physical demands and work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Physical demands: While performing the duties of this job, the employee is required to move independently within the office and patron areas of the library and in the communities served. The position requires ability to communicate information both auditorily and in written form. In the work environments described below frequent repositioning of self is required with ability to occasionally maintain stationary positions for moderate lengths of time. Occasional movement and lifting of objects up to 25 pounds. Frequent use of computer.
Work environment: Work will be performed in an office environment, library spaces, and in the communities served. Some local travel outside the library may be required. While performing the duties of this job outside of the library environment, the employee is exposed to weather conditions prevalent at the time. The noise level in the work environment is usually low to moderate.
The physical demands and work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Physical demands: While performing the duties of this job, the employee is required to move independently within the office and patron areas of the library and in the communities served. The position requires ability to communicate information both auditorily and in written form. In the work environments described below frequent repositioning of self is required with ability to occasionally maintain stationary positions for moderate lengths of time. Occasional movement and lifting of objects up to 25 pounds. Frequent use of computer.
Work environment: Work will be performed in an office environment, library spaces, and in the communities served. Some local travel outside the library may be required. While performing the duties of this job outside of the library environment, the employee is exposed to weather conditions prevalent at the time. The noise level in the work environment is usually low to moderate.
Schedule
40 hours weekly; including evenings as needed and Saturday rotation.
40 hours weekly; including evenings as needed and Saturday rotation.
Salary
$39,911 Entry level (or closest step to current salary for transferring employee); defined benefit retirement plan, medical insurance, fully paid dental, vision, and life insurance; vacation, sick leave, and holidays. This position belongs in the Kalamazoo Public Library Support Personnel union and is classified as a Library Assistant Associate.
$39,911 Entry level (or closest step to current salary for transferring employee); defined benefit retirement plan, medical insurance, fully paid dental, vision, and life insurance; vacation, sick leave, and holidays. This position belongs in the Kalamazoo Public Library Support Personnel union and is classified as a Library Assistant Associate.
Completed application, cover letter and resume are required for consideration.
Deadline for applications: Monday, August 4, 2025 at 5 pm