Human Resources

Library Office Assistant

Primary Role

Provides varied and complex administrative and office support for the library.

Typical Duties and Responsibilities

  1. Performs a range of administrative/office support services including: correspondence preparation; filing maintenance and retrieval; copying; customer service by phone, in person and through the mail; opening mail; scheduling meetings; arranging travel; responsible for coordination of college's videos and collection; extensive work with Friends of the library, development office, etc.
  2. Performs a variety of critical logistical support services including: planning and scheduling meetings, events, travel, etc.; arranging appointments; planning and overseeing mailings; preparing and circulating agendas/announcements/ minutes, etc.
  3. Answers questions by phone, in person, or by mail. Provides program information and explains program policies and procedures to diverse customers, both internal and external, providing expert counsel and advise.
  4. Collects and processes data and information collected from applications, forms, requests, insuring completeness and accuracy. Maintains supporting database and files.
  5. Prepares and proofreads documents including reports, library and equipment Contracts, and correspondence. Completes and prepares routine reports. May draft correspondence for signature of others. Coordinates in-house library publishing of newsletters and pamphlets.
  6. Conducts financial transactions such as purchasing goods and services, receive and deposit payments, monitor benefits and expenditures, submit and track payroll data, institute payment requests. Extensive work with library budget.
  7. Responsible for periodicals department. Ordering, opening, check-in, shelving, maintaining cardex, periodical holding list, and claiming missing issues. Supervise 6 to 10 periodical student assistants.
  8. Performs related duties as assigned.


Supervision Required/Given

Works independently within prescribed policies and procedures. Must work collaboratively with diverse individuals and groups. May supervise small support staff and/or student assistants.

Position Qualifications

  1. Knowledge and capabilities normally acquired through an Associate Degree in Business. Additional academic training preferred.
  2. Three years experience in an office setting sufficient to demonstrate competencies: customer service, project planning and management, PC based office software, budget planning and tracking, staff supervision, advanced word processing skills, and effective handling of confidential information.