Library - Administrative Associate

Description:

JOB SUMMARY

The Sumter County Library System is currently seeking an Administrative Associate who is confident, approachable, and graceful under pressure. The ideal candidate handles confidential information with discretion, remains calm in fast-paced situations, and adapts easily to shifting priorities. They are detail-oriented, able to track multiple moving pieces without losing focus, and learn new systems quickly. A strong commitment to public service is essential, as is flexibility to work a 20-hour schedule, including evenings and weekends, and the ability to travel between library branches and community or government organizations throughout Sumter County, Florida.

This position is responsible for administrative support to all departments within your location. The primary purpose is to provide excellent customer service and maximize efficiency of library workflow. Administrative support may include records maintenance, reports, ordering supplies, statistical gathering, and note keeping for various meetings or committees.

Hours Per Week: 20

PRIMARY RESPONSIBILITES

An individual must be able to perform each essential duty and responsibility satisfactorily.

• Assist and provide administrative services such as attending meetings, coordinating preparation of administrative materials and coordinating training.
• Maintain records, files and calendars.
• Prepare correspondence and reports such as monthly statistics.
• Collect and organize data for grants and projects, as required.
• Order supplies as needed.
• Assist with operations questions.
• Project coordinator for special events or activities.
• Role may require maintenance of account receivables and expenses. This includes payment of EDI and miscellaneous invoices, credit card coding, check requests, petty cash disbursement, reviewing of expense reports, provide supporting receipts, update and manage multiple budgets.
• Role may require becoming proficient in Polaris Integrated Library System (ILS)
• Follow all legal and policy requirements related to patron privacy and custodianship of patron records.
• Assist Administrative staff with additional tasks as needed.

Requirements:

JOB REQUIREMENTS:

An individual should possess the knowledge, skills, and abilities listed and meet the amount of education, training and/or work experience required.

• Minimum Education: High School diploma or equivalent.
• Applicant must be detailed oriented, organized, have excellent communication skills, and able to multitask
• Ability to work well independently or as a team.
• Must be able to work a flexible schedule that may include a combination of days, evenings, and Saturdays.
• Ability to sit for long periods to maintain focus on projects such as computer screens or detailed paperwork.
• Must have the ability to travel between library facilities and to community and governmental organizations located in Sumter County.
• Must possess advanced proficiency using app-based devices, computers, printers, Microsoft Office Suite, and office equipment.

EEO STATEMENT

The company and its subsidiaries are an equal opportunity employer and celebrate the population of differences and does not discriminate in its hiring/hiring practices, regardless of race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, veteran status, or any other characteristic protected by law.

Nothing in this job specification restricts management’s right to assign or reassign duties and responsibilities to this job at any time. Critical features of this job are described under various headings above. They may be subject to change at any time due to reasonable accommodation or other reasons. The above statements are strictly intended to describe the general nature and level of the work being performed. They are not intended to be construed as a complete list of all responsibilities, duties, and skills required of employees in this position.

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 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.