Administrative Associate III - Oak Ridge Public Library

The Oak Ridge Public Library is looking for a public-spirited, highly organized administrative associate passionate about libraries. The ideal candidate will be a team player with a strong accounting background, excellent communication skills, and a willingness to implement change.

Essential Job Functions:

• Responsible for routinely analyzing data and preparing organizational and functional reports from research data.
• Assists managers in the preparation of reports and plans.
• Assists managers in the monitoring of outside contracts.
• Prepares, posts, distributes and tracks computerized agenda documents, information packets and public notices.
• Provides administrative support for meetings; records, transcribes, and distributes meeting minutes.
• Provides customer service to internal and external customers; greets, receives and screens visitors and customers; addresses and resolves customer questions as able and refers complex inquiries, requests, or complaints to appropriate staff.
• Assists and provides backup for other departmental employees when necessary; covers other areas within the department due to employee absence or heavy work volume.
• Picks up, sorts, copies, and distributes a variety of correspondence, deliveries, and mail; opens, logs, and routes office mail; sorts and prepares outgoing mail and documents for pickup; retrieves, delivers, and sends faxes.
• Composes routine correspondence; proofreads and edits; enters, scans, updates, and maintains information in spreadsheets, databases, and reports.
• Creates and maintains a department filing and record system.
• Enters and verifies payroll for department employees. Maintains and processes overtime, monitors special pays, vacation and annual leave related schedules, and reports. Submits reimbursement requests.
• Prepares and processes requisitions, invoices, payment vouchers, bills, and verifies any accounting records. Tracks and prepares purchase orders; reviews invoices and submits to Director for approval of payment; notifies of discrepancies; codes to appropriate funds; enters required information into financial software; maintains active account files.
• Maintains staff certification and license records.
• Updates and maintains electronic and paper databases, files, forms and records.
• Prepares and maintains employee scheduling.
• Assists in the coordination of department programs.
• Maintains department social media presence in accordance with City protocols.
• Gathers information for Open Record Requests as assigned.
• Assists and provides backup for other departmental employees when necessary; covers other areas within the department due to employee absence or heavy work volume.

Required Knowledge and Skills:

• Ability to perform detailed work accurately and independently in compliance with stringent time limits with minimal direction and supervision.
• Ability to prioritize duties to accomplish a high volume of work product while adapting to constant changes in priority.
• Ability to maintain accurate and legible notes.
• Knowledge of City policies, procedures and practices.
• Knowledge of local government organization and its departmental operating requirements.
• Ability to establish and maintain effective working relationships with others.
• Ability to analyze and prepare organizational and functional reports from research data.
• Knowledge of the use of a multi-line telephone system.
• Ability to operate standard office equipment and perform word processing and/or data entry.
• General knowledge of current office practices and procedures and knowledge of the operation of standard office equipment and software.
• Ability to work the allocated hours of the position.

Education, Experience, Licensing. and Certifications:

• Associate's Degree in an administrative or office management program and two (2) years' administrative support experience; or a high school degree or equivalent with four (4) years' progressively responsible administrative support experience in a large/complex organization.
• Proficiency with office computers including the Microsoft Office Suite, Internet, databases, and ability to learn other software applications utilized by the department.
• Must possess State of Tennessee Driver's license.
• Department required certifications will vary.
• Strong project management skills preferred.

This recruitment closes at 12:00 noon, Wednesday, July 15, 2026.