Administrative Assistant, Library – Level 5

Job Function

Independently performs and coordinates a wide variety of duties which require good judgment and makes minor operating decisions based on knowledge of college organization, policies, and standard procedures.

Job Responsibilities

• Meets prescribed timelines without direction or reminders from immediate supervisor.
• Assists supervisor to establish work priorities for other clerical staff as assigned.
• Participates in interview and hiring process of part-time staff pending supervisor’s approval; schedules part-time staff as assigned.
• Acts as liaison between departments; speaks on behalf of the immediate supervisor when authorized.
• Performs tasks related to the opening and closing of the building.
• Follows circulation policies and practices including the shelving of books, periodicals, AV holdings, and other materials, and processing interlibrary loan requests.
• Maintains courteous, thoughtful, efficient, and professional relationship with Library patrons, including students, faculty, staff, and community members.
• Processes payment received for the assessment of fines and fees, and for the use of the library’s copiers and printers.
• Will be expected to learn and use for Library-related tasks such software applications as ALMA, Equitrac, MelCat, OCLC WorldShare and Macomb software applications such as Colleague and Staples.
• Under direction, trains and oversees part-time Library staff.
• Supervises part-time staff in the absence of Library manager (evenings, weekends, etc.).
• Under direction, collects and processes paperwork relating to work orders, equipment service and repair, hiring of new part-time staff, and other forms designated by the supervisor.
• Processes payroll for adjunct librarians in a timely manner.
• As needed, prepares Microsoft Suite and Excel documents for the Library Manager, Librarians, and the Dean of Learning Resources.
• Performs or directs part-time staff to perform routine office tasks in support of the Dean of Learning Resources, Library Manager and Librarians.
• As needed, may be asked to assist personnel in the Archives and Records Management.
• Assists with the support of Library-sponsored programs.
• Exercises initiative in maintaining a professional office environment, without undue prompting by the supervisor.
• Involved in the planning and implementation of procedures for the department/division, under direction or pending supervisor’s approval, may initiate and implement new, or changes to, operating methods within the office/department following existing procedures.
• Expected to obtain knowledge of operating methods for several areas of the College and be able to apply a variety of existing procedures within the College.
• Reports unusual incidents or problems to the appropriate personnel; follows College and department security procedures related to securing the building, electronic and paper files.
• Performs clerical activities related to office procedures, including:
  • compiling and maintaining reports and records of the activities relating to the office,
  • properly directing students or the public,
  • handling mail,
  • ordering supplies,
  • composing correspondence,
  • filing,
  • operating standard office machines.
• Performs related duties as assigned.

Qualifications

ASP Assessment Test. Four years related experience.