Business Office Assistant

POSITION PURPOSE

The Business Office Assistant provides administrative and operational support to the business office by assisting with human resources functions, coordinating purchasing activities, and maintaining financial and personnel records. The position helps ensure efficient business operations, accurate documentation, and adherence to organizational, financial, and personnel policies. This position reports to the Assistant Director of Administrative Services.

ESSENTIAL FUNCTIONS AND BASIC DUTIES

Assumes responsibility for the procurement of supplies and materials as directed

• Serves as purchasing agent for the organization for most supplies and materials
• Acts as liaison between the library and its vendors, handles inquiries, requests for quotes, and other communications
• Works with the Finance Specialist as assigned to maintain vendor documentation and secure tax-exempt status with vendors
• Submits supporting documentation in a timely manner to the Finance Specialist, including but not limited to approved purchase orders, received packing slips and invoices, and other related paperwork
• Maintains the library's requisitions software, including but not limited to, requisition and purchase order management.
• Ensures timely ordering of library supplies and materials, including obtaining approvals from the Library Director and following up with suppliers on delivery dates
• Ensures accuracy of items ordered, tracks deliveries and resolves discrepancies with vendors, and sends items to branches in a timely manner
• Maintains accurate records of purchasing transactions, product tracking, and other relevant documents
• Ensures purchases comply with organizational procurement policies and applicable state laws

Assumes responsibility for supporting the HR functions of the business office

• Assists with employee onboarding processes, including but not limited to preparing new hire paperwork, creating work ID badges, and coordinating orientation materials
• Maintains departmental files following the departmental filing procedures for employee personnel files
• Maintains departmental calendars tracking licenses, expirations, and background checks, and other designated information
• Maintains confidential employee personnel files and HR documentation
• Ensures assigned human resource tasks are completed in accordance with established procedures and policies

Assumes responsibility for clerical functions of the business office as assigned

• Assists with scanning of financial and personnel documentation for the related document retention systems
• Manages phone calls, correspondence, and other communications assigned
• Prepare reports and spreadsheets related to purchasing or personnel activities as needed
• Assists with financial functions of the business office as assigned
• Assists with duties related to planning, organizing, and implementing internal staff training events as assigned by Library Administration

Assumes responsibility for maintaining effective communication and coordination with personnel and management

• Provides updates, as needed, to library departments on requisitions, including any delays in ordering that can affect schedules
• Maintains contact with other divisions and departments to obtain information and/or to correct transactions
• Keeps supervisor informed of any areas of concern
• Assists and supports Library Administration or other divisions as assigned/needed
• Completes all tasks, reports, and related duties in accordance with established deadlines
• Responds to departmental questions and problems politely and promptly

Assumes responsibility for maintaining professional working relations with vendors, suppliers, contractors, etc.

• Responds to vendor questions and problems politely and promptly
• Ensures outside contacts are properly informed of changes and other requests
• Ensures the Library's professional reputation is projected and maintained.

Assumes responsibility for learning and development activities.

• Continuously improves job skills through various learning and training opportunities, following established procedures and policies for continuing education
• Develops and enhances computer and technology skills necessary for effective communication and job function.
• Stays knowledgeable and informed about library services, resources, policies, and procedures

Assumes responsibility for related duties as required or assigned.

• Complete special projects and reports as assigned.
• Ensures work areas are clean, secure, and well maintained
• Performs other duties as assigned

QUALIFICATIONS

Education and experience:

• Associate Degree in Business Administration or related field
• Prior experience in a business office environment performing duties related to human resources, purchasing, and/or accounting

Required Knowledge:

• Advanced knowledge of common business productivity software, including but not limited to, Office 365, Word, and Excel
• Knowledge of general library principles, policies, and procedures

Skills/Abilities:

• Excellent written and oral communication skills
• Excellent interpersonal skills
• Excellent time management skills
• Ability to work independently
• Ability to maintain confidentiality
• Advanced organizational skills with the ability to handle multiple assignments, demonstrate accurate and attention to detail
• Strong clerical and data-entry skills for maintaining accurate records
• Ability to quickly learn new software related to job duties
• Ability to prepare, maintain, and update records and reports
• Ability to establish and maintain effective working relationships with co-workers, superiors, and outside contacts
• Ability to use common and specialized business software
• Strong typing and computer application skills. Uses computers and related software applications with proficiency
• Ability to assist and support others
• Ability to operate telephone systems, PC, copier, and other basic business machines
• Ability to interpret and apply policies and procedures
• Ability to plan and facilitate employee events

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Physical Demands and Work Environment

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodation may be made to enable individuals with disabilities to perform the functions.

While performing the duties of this position, the employee is regularly required to talk and hear. The employee frequently is required to use hands or fingers, handle or feel objects, tools or controls, the employee is occasionally required to stand; walk; sit; reach with hand and arms; climb or balance; and stoop, kneel, crouch or crawl.

The employee must occasionally lift and or move up to 25 pounds. Specific vision abilities required by this position include close vision, distance vision, color vision, peripheral vision and the ability to adjust focus.

The noise level in the work environment is usually moderate.

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This job description in no way states or implies that these are the only duties to be performed by the employee(s) incumbent in this position. Employees will be required to follow any other job-related instructions and to perform any other job-related duties requested by any person authorized to give instructions or assignments.

All duties and responsibilities are essential functions and requirements and are subject to possible modification to reasonably accommodate individuals with disabilities. To perform this job successfully, the incumbents will possess the skills, aptitudes and abilities to perform each job duty proficiently. Some requirements may exclude individuals who pose a direct threat or significant risk to the health or safety of themselves or others. The requirements listed in this document are the minimum levels of knowledge skills or abilities.

This document does not create an employment contract, implied or otherwise, other than an "at will" relationship.

Iberville Parish Library is an equal opportunity employer.

Conditions of Employment: assessment test, degree transcripts (if applicable), copies of diploma(s) earned, successful background check, successful drug screening.

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