Administrative Coordinator

Job Overview
Quincy Public Library is seeking a highly organized and detail-oriented Administrative Assistant to support the Executive Director and leadership team. The ideal candidate will be dependable, adaptable, and capable of managing multiple priorities in a dynamic public service environment. This position requires strong communication skills, accuracy, discretion, and the ability to work both independently and collaboratively.

Responsibilities

• Manage accounts payable (AP) and accounts receivable (AR), including bank deposits.
• Maintain financial records for Quincy Public Library and its affiliated organizations.
• Serve as Recording Secretary for all board and committee meetings; prepare minutes and maintain records for QPL, TQAPLD, and MWB Foundation.
• Assist with website updates and posting content according to the marketing team’s schedule.
• Coordinate and manage room reservations on the library’s internal and public calendars for meetings, events, and programs.
• Proofread and edit documents to ensure clarity, accuracy, and professionalism.
• Answer and direct incoming calls; provide courteous and efficient customer service.
• Schedule meetings, conferences, and staff training sessions.
• Create and maintain spreadsheets and databases to support administrative needs.
• Handle incoming and outgoing mail; maintain postage and postage meter supplies.
• Oversee library-wide office supply inventory and ordering.
• Serve as the Freedom of Information Act (FOIA) Officer for the library.
• Perform other duties as assigned to support library operations.

Requirements

• High school diploma or equivalent required; associate degree or relevant coursework preferred.
• Minimum of one year of administrative experience (library or nonprofit experience a plus).
• Strong organizational and time-management skills.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and basic financial software.
• Excellent written and verbal communication skills.
• Ability to maintain confidentiality and exercise sound judgment.

Benefits

• Health, dental, vision, and life insurance
• Flexible spending account
• Paid time off
• Illinois Municipal Retirement Fund (IMRF) participation
• Tuition reimbursement
• Professional development

Pay: $18.71 - $21.42 per hour

Benefits:

• Dental insurance
• Flexible spending account
• Life insurance
• Paid time off
• Retirement plan
• Tuition reimbursement
• Vision insurance

Work Location: In person