Administrative Secretary - Library Media Services (Stansberry Leadership Center)

2026-27 School Year


244 days/year


7.5 hours/day

Position will support the Library Media Services Department

Purpose Statement:

The job Administrative Secretary- Library Media Services was established for the purpose/s of providing a variety of secretarial support to the Coordinator of Library Media Services. Responsibilities include coordinating assigned projects; establishing and maintaining department records; and assisting the professional library staff, library secretarial/clerical staff, students, and District personnel.

This job reports to Coordinator Library Media Services


Essential Functions

• Assists with a variety of department responsibilities (e.g. tracks district and elementary library department budgets, district capital outlay requests and expenditures, assists with summer program schedule, etc.) for the purpose of supporting department goals and responsibilities.

• Attends department and/or in-service meetings for the purpose of taking minutes and conveying and/or gathering information required to perform functions.

• Compiles data (e.g. staff, enrollment, and budget totals; pricing information, building work orders, etc.) for the purpose of preparing reports or processing requests.

• Contacts vendors to schedule previews for new materials for the purpose of considering purchases for district use.

• Coordinates purchasing and payment for district level materials and services (e.g. items needed by multiple buildings; special presentations; travel, hotel, and payment for author's visits; Visa log, etc.) for the purpose of ensuring arrangements and payments are completed in an efficient and timely manner.

• Coordinates all library department meetings K-12 (e.g. sends invitations, orders food as needed, coordinates media needs of LM and other presenters, takes minutes, posts minutes in the Library Folder on the Y drive, etc.) for the purpose of attending to the details of meeting arrangements.

• Maintains a variety of manual and electronic documents, files, and records (e.g. elementary library book, material, and supply budgets; purchase orders and credit cards for assigned budgets; Library Department calendar, directory, meeting dates, and special events; lists for all District subscriptions, including online data bases, video streaming products, and prints; etc.) for the purpose of providing up-to-date information and/or historical reference in accordance with established administrative guidelines and legal requirements.

• Maintains District level library accounts (e.g. capital outlay, materials, supply, travel, Title V Federal funds, technology, etc.) for the purpose of ensuring records are current and accurate.

• Orders a variety of supplies (e.g. library materials for Summit Ridge Alternative High School and Great Beginnings; K-6 libraries and District department; miscellaneous library materials for other departments; books; etc.) for the purpose of ensuring items are available when needed.

• Prepares a variety of correspondence, reports, and other materials for the purpose of documenting activities, providing written reference, and/or conveying information.

• Provides comprehensive expenditures for each building and library department for the purpose of completing Missouri core data reports.

• Researches and arranges on-line services (e.g. checks prices, arranges usage trials, manages troubleshooting, maintains on-line services, etc.) for the purpose of ensuring on-line services are available in the library.

• Rotates bar code scanners among buildings for the purpose of completing inventories and deselecting materials.

• Tracks a variety of materials (e.g. orders, back orders, returns, professional periodicals, etc.) for the purpose of ensuring materials are acquired in a timely fashion.

• Tracks accounts and expenses (e.g. elementary activity, library book accounts, etc. ) for the purpose of maintaining accurate and up-to-date records.

• Uploads deselecting information for the purpose of maintaining accurate collection information.

Other Functions

Performs other related duties as assigned (e.g. creating end-of-year workbook, etc.) for the purpose of ensuring the efficient and effective functioning of the work unit.

Job Requirements: Skills, Knowledge and Abilities (Minimum Qualifications)


SKILLS are required to perform multiple tasks with a potential need to upgrade skills in order to meet changing job conditions. Specific skill-based competencies required to satisfactorily perform the functions of the job include: operating standard office equipment; using pertinent software applications; preparing and maintaining accurate records; and accurate typing.


KNOWLEDGE is required to perform basic math, including calculations using fractions, percents, and/or ratios; read technical
information, compose a variety of documents, and/or facilitate group discussions; and solve practical problems. Specific knowledge-
based competencies required to satisfactorily perform the functions of the job include: commonly accepted office application software
and machines; codes/laws/rules/regulations/policies; bookkeeping/accounting practices; English grammar/punctuation/ spelling/vocabulary; office equipment/software; and Dewey Decimal classification system, cataloging and MARC records.


ABILITY is required to schedule a number of activities, meetings, and/or events; gather, collate, and/or classify data; and use job-related equipment. Flexibility is required to work with others in a variety of circumstances; work with data utilizing defined but different processes; and operate equipment using standardized methods. Ability is also required to work with a diversity of individuals and/or groups; work with data of varied types and/or purposes; and utilize job-related equipment. Problem solving is required to identify issues and create action plans. Problem solving with data requires independent interpretation of guidelines; and problem solving with equipment is limited to moderate. Specific ability-based competencies required to satisfactorily perform the functions of the job include: maintaining confidentiality; meeting deadlines and schedules; working with detailed information/data; and ability to interact with the public and employees in a courteous manner.

Responsibility
Responsibilities include: working under limited supervision following standardized practices and/or methods; leading, guiding, and/or coordinating others; and tracking budget expenditures. Utilization of some resources from other work units is often required to perform the job's functions. There is a continual opportunity to have some impact on the organization's services.

Working Environment
The usual and customary methods of performing the job's functions require the following physical demands: occasional lifting, carrying, pushing, and/or pulling; and significant fine finger dexterity. Generally the job requires 70% sitting, 15% walking, and 15% standing. This job is performed in a generally clean and healthy environment.

Experience Job related experience with increasing levels of responsibility is desired.

Education High School diploma or equivalent

Required Testing
None Specified

Certificates & Licenses
None Specified

Continuing Educ. / Training
None Specified

Clearances
Criminal Justice Fingerprint/Background Clearance

FLSA Status
Non Exempt