Personnel: Job Description – Administrative Assistant
Approved By: Board
Date: 9/19/2011
Goal: To efficiently and accurately order, receive, and process library equipment, materials and supplies and to
make the library a pleasant and rewarding place to visit and use by assisting in each department as needed.
Full or part-time, including some evenings and weekends.
Reports to: Library Director
Minimum qualifications: High School Diploma. Some college course work and computer experience preferred.
Required knowledge and skills:
 Ability to meet the public well and easily. Must present a warm, welcoming image in working with the
public in person or on the phone.
 Ability to perform filing and other clerical tasks with reasonable speed and accuracy.
 Ability to develop knowledge of brief MARC records and cataloging procedures.
 Ability to follow written and oral instructions.
 Ability to learn computer hardware and software applications used in the Library.
 Ability to efficiently use a computer mouse and keyboard.
 Ability to perform repetitive tasks accurately and consistently to insure quality control.
 Willingness to learn and adhere to library policies and procedures.
 Must work independently, often without direct supervision.
Essential duties and responsibilities:
 Receives library materials, equipment and supplies
 Manages packing slips and enters invoices on mail log.
 Processes gift materials and maintains gift records and correspondence.
 Assists with cataloging and processing of library materials.
 Transfers calls to appropriate departments.
 Processes Interlibrary Loan materials and receives, sorts, & returns Consortium materials.
 Prepares business correspondence and copies as requested.
 Performs database entry and word processing as needed.
 Manages inventory of library supplies and orders as needed.
 Prepares and sorts mail.
 Prepares daily deposit and assists Fiscal Officer as requested.
 Promptly relays all suggestions, problems, and complaints to Supervisor.
 Performs opening and closing duties according to established procedures.
 Charges and discharges library materials according to established procedures.
 Collects fines and charges for overdue, lost, or damaged materials and maintains fine records.
 Answers directional questions and refers all reference questions and problems to Information Desk.
 Registers borrowers and explains lending rules.
 Registers Ohio residents to vote (Ohio employees only).
 Performs other related duties as assigned.
Effort required:
 Close attention to visual detail
 Ability to sit and/or stand for long periods.

Much lifting and carrying of stacks of books, packages and similar weights up to 25 lbs.
 Agility and strength for pushing loaded book trucks and shelving and retrieving library materials stored
from near floor level to 90" high.
 Manual dexterity for using library equipment, opening packages, handling money, and processing library
materials in a variety of formats.
 Must be able to work with frequent interruptions.
 Must be able to use computers, printers, telephones, copiers, and other office equipment as needed.
Personnel: Job Description – Administrative Assistant
Approved By: Board
Date: 9/19/2011
Basic Function: Performs a variety of clerical and business support related tasks in support of the
administrative operations of the library.
Distinguishing Features of the Class:
This classification engages in responsible and varied clerical work requiring the exercise of judgment in the
application of prescribed procedures and methods to routine matters. Work is done under general supervision
of the Chief Fiscal Officer, Administrative Services Office Manager and/or Assistant Fiscal Officer.
Characteristic Duties and Responsibilities:
Monitors inventory of supplies for library system.
Takes minutes of the Board of Trustees meetings.
Makes travel arrangements and processes workshop and conference attendance registrations for staff and
Trustees.
Assists Administrative Services Office Manager in the compilation of monthly and annual library statistical
reports, using spreadsheets or library automation system report software. Digitizes records and assists with
records retention management. Assists with fixed asset inventory, property tagging and property disposition.
Inputs data for processing of purchase orders following library chart of accounts. Keeps/maintains accurate,
detailed files and records for business office. Researches and processes purchases and resolves problems with
vendors for system; keeps Chief Fiscal Officer informed on progress. Compiles reports and documents as
required by library system managers and Chief Fiscal Officer. Types correspondence, reports, memoranda, etc.
using electronic typewriter or PC. May serve as receptionist/switchboard operator for administrative office.
Collects, counts, balances and prepares fine, copier and other revenues for deposit. Processes invoices for
payment; establishes schedule for issuing checks. Files accounting documents and records regularly; assists
Chief Fiscal Officer with records organization/retention. Assists in reconciliation of bank statements at month
and year-end. Check in supply/equipment orders. Fills supply requisitions from department and branches.
Oversees and assists with in-house mail, postage meter duties, and deliveries.
Knowledge, Skills and Abilities:
Good knowledge of office terminology, procedures and equipment; knowledge of business arithmetic and
English; knowledge of bookkeeping and general accounting practices; ability to maintain complex clerical
records and prepare reports from such records; ability to understand and carry out complex oral and written
directions; ability to type 50 wpm; clerical aptitude; tact and courtesy; proficiency with 10 key adding
machine, word processing and spreadsheet software; ability to work in a team environment; accuracy, integrity,
and good judgment.
Education, Training and Experience:
Requires business school or college courses in accounting; a high school education or equivalent and at least
two years of experience in clerical work including clerical-accounting duties and familiarity in using PC's,
accounting practices, data entry or any equivalent combination of experience and training which provides the
required knowledge, skills and abilities.
Supervisor: Administrative Services Office Manager and/or Assistant Fiscal Officer
Other: Part-time position, 30 hours/week. Primary schedule will be daytime hours, Monday through Friday.
Schedule may include flexible daytime, evening and weekend hours. Duties include compiling statistical
reports, Board minutes, conference, travel and event scheduling; may serve as back up for accounts payable and
purchasing functions. Applicants must possess and demonstrate advanced computer skills using MS Office
Suite including Word, PowerPoint and Excel. Some accounting training/experience helpful. Must have
excellent customer service, interpersonal, communication, and organizational skills. Accounts payable and/or
procurement experience helpful. Hiring range: ($13-$14) per hour, depending on qualifications and
experience; limited benefits.