Administrative Operations Coordinator

MIDDLETOWN PUBLIC LIBRARY POSITION DESCRIPTION

TITLE: Administrative Operations Coordinator
REPORTS TO: Library Director, Assistant Library Director
SUPERVISES:
GRADE CLASSIFICATION: Level 4 / Middletown Public Library Employees Association / NEARI
WORK SCHEDULE: Part time 25 hours per week - 5 days a week, typically scheduled during daytime
administrative hours, Monday through Friday, with occasional flexibility required to meet payroll deadlines, scheduling cycles, and administrative needs.
SALARY: In accordance with established pay scale - $27 an hour to start, including paid holidays, vacation time, sick time, and the opportunity to buy into municipal medical plan at full cost to the employee.
POSITION SUMMARY: The Administrative Operations Coordinator is a manager level position responsible for coordinating the library's administrative, financial, and operational support functions. This position manages payroll and scheduling systems, tracks and monitors the library budget, coordinates public use of library spaces, and serves as a central point of contact for administrative communications, vendors, and internal processes.
This role centralizes administrative and financial responsibilities that support efficient library operations and ensures accuracy, consistency, and compliance across multiple systems. The Administrative Operations Coordinator coordinates and supports these functions in collaboration with the Library Director and Assistant Director, helping to ensure that key processes are completed accurately and on time.

I. ESSENTIAL DUTIES AND RESPONSIBILITIES :
The essential functions or duties listed below are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position.
1. Organize, process, and submit payroll for approval accurately and on schedule. Enter, maintain, and audit staff schedules and timekeeping records. Draft and maintain staff schedules in coordination with department heads. Track employee time off and maintain accurate internal records and balances.
2. Process invoices, billing, and payments in municipal financial system (MUNIS). Maintain ongoing tracking of budget expenditures and available balances. Monitor budget activity and proactively flag discrepancies or concerns.
3. Assist with compiling financial and statistical data for Board reports, state reporting, and other required submissions.
4. Coordinate and support library meetings and events, including materials preparation and setup. Prepare and post agendas, minutes, and public notices in compliance with Open Meetings requirements.
5. Assist with grant documentation, reporting, or financial tracking as needed.
6. Manage and respond to all room reservation requests. Coordinate display case, art display, and lobby tabling requests.
7. Maintain facility scheduling calendars and ensure consistent application of policies.
8. Serve as the primary point of contact for external groups using library spaces.
9. Serve as the first point of contact for the administrative office (phone, email, and in-person inquiries).
10. Coordinate communication with vendors, service providers, and external partners.
11. Order and maintain inventory of office and operational supplies.
12. Maintain confidential personnel files.
13. Receive, reconcile, and deposit funds, grants, and donations in accordance with Library and Town procedures.
14. Assist with maintaining up-to-date information on the Library and Town websites.
15. Coordinate logistics related to food pantry donations and volunteer support.
16. Assist with community initiatives, partnerships, and special projects as assigned.
17. Prioritize workload to ensure payroll, scheduling, and financial operations are completed accurately and on time.
18. Participate in library wide initiatives and promotional efforts, such as contributing to social media, newsletter content, or marketing campaigns as needed.
19. May assist with program support as needed and as time allows, with priority given to administrative and operational responsibilities.
20. Attend appropriate meetings and trainings, as assigned.
21. Act as Person in Charge in the absence of higher-level staff, ensuring safe and effective library operations.
22. Open and close the library as assigned, including routine safety checks and maintaining staff areas.
23. Work cooperatively as part of the library's Leadership Team to provide feedback on public services, recommend policy updates, and improve workflows.
24. Perform other related job duties as necessary, including but not limited to other duties at lower grade levels.

II. NECESSARY KNOWLEDGE, SKILLS, AND ABILITIES:
1. Strong organizational skills and attention to detail
2. Ability to manage multiple systems and deadlines simultaneously
3. Experience with payroll and scheduling systems (ex, ADP, LibStaffer) preferred
4. Familiarity with municipal financial systems (ex, MUNIS) preferred
5. Ability to handle confidential information with discretion
6. Proficiency with Google Workspace
7. Strong initiative, flexibility, and a collaborative mindset
8. Excellent interpersonal, written, and verbal communication skills
9. Ability to work with a diverse public and promote a welcoming, inclusive environment
10. Ability to work effectively and collaboratively with staff, patrons, vendors, and community partners
11. Commitment to equitable access, intellectual freedom, and inclusive services

III. MINIMUM REQUIREMENTS:

1. Associate's degree or equivalent required, Bachelor's degree preferred; coursework or background in business, accounting, or finance preferred, or any equivalent combination of education, training, certification, and experience
2. Experience in administrative support, payroll, finance, or municipal operations preferred
3. Experience working in a library or public sector environment is a plus
4. Must be able to communicate effectively both orally and in writing
5. Must have the ability to establish and maintain effective working relationships with co-workers, vendors, customers, Town officials, and the general public
6. Must have the ability to work well with people of all ages, abilities, ethnicity, sexual orientation, and gender identity, with an aptness to relate successfully with people of all backgrounds
7. Must possess/project a welcoming demeanor, positive attitude, patience, and a professional appearance
8. Must demonstrate exemplary customer service skills
9. Be self-directed, flexible, motivated, able to prioritize tasks, strong organizational skills, and attention to detail
10. Must possess strong computer and technology skills as applicable in the library environment
11. A valid driver's license is required
12. Must successfully complete a background check

IV. PHYSICAL DEMANDS: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

1. Environment: Work is performed primarily in a standard office environment with frequent interaction with the public, Town employees, and library vendors. Will need to travel to off site locations using various modes of private and public transportation and should have a valid driver's license.
2. Physical: Primary functions require sufficient physical ability and mobility to work in an office setting, to stand or sit for prolonged periods of time; to occasionally stoop, bend, kneel, crouch, reach, and twist; to lift, carry, push, and/or pull light to moderate amounts of weight; to operate office equipment requiring repetitive hand movement and fine coordination including use of a computer keyboard; to verbally communicate and exchange information.
3. Vision: See in the normal vision range with or without correction.
4. Hearing: Hear in the normal audio range with or without correction.

V. EQUIPMENT: Equipment used includes but is not limited to the following:

Computers/laptops and peripheral devices, copy machine, faxing, telephone, smart TV, Vibe Boards, scanners, e-readers, tablets, projectors, and any other items as may be traditionally found in a public library, and any non-traditional items found in a "library of Things" or library makerspace.

The Town of Middletown is an Equal Opportunity Employer

Pay Range: $27 per hour