Office Coordinator

Job Description

Job Description

FT Vacancy - Lane Administration Center

POSITION DESCRIPTION

Find it at the Lane! The Lane Libraries provide materials, services and technology aimed at satisfying the curiosity, intellect and imagination of our patrons throughout our communities, on our website and by engaging in strategic partnerships.

TITLE: Office Coordinator

GRADE: 4

REPORTS TO: Fiscal Officer FLSA: Non-Exempt

JOB RESPONSIBILITIES:

• Provides administrative and clerical support to ensure smooth office operations.

• Answering phones, taking messages, directing calls, managing emails, and handling general correspondence. 

• Greeting visitors, acting as a receptionist.

• Managing conference and meeting room calendars and organizing office events. 

• Preparing and editing various documents such as memos, reports, and maintaining organized filing systems for physical and digital records. 

• Managing incoming and outgoing mail.

• Ordering and maintaining office supplies.

• Manages requisitions and purchasing for library programs.

• Assists with basic bookkeeping or financial tasks. 

• Assists with input of employee data for the payroll and/or HRIS system.

• Assists with payroll processing.

• Assists with various projects.

• All other duties as assigned.

REQUIRED SKILLS AND ABILITIES:

• Demonstrates a high degree of attention to detail and accuracy in work.

• Organizes, analyzes, and prioritizes work skillfully and efficiently.

• Establishes and maintains effective work procedures and schedules.

• Operates library computers, accurately performs word processing, develops spreadsheets and databases, and utilizes other payroll, and HRIS systems as required.

• Operates library business equipment. 

• Communicates effectively.

• Maintains confidentiality.

• Works independently with appropriate training and supervision.

• Maintains professionalism and adheres to library policies and staff code.

REQUIRED EDUCATION/ EXPERIENCE:

• High school diploma with some college or additional certification and a minimum of 2+ years of experience providing administrative assistance required.

• Must have excellent computer skills and be highly proficient with computer software such

as Microsoft Suite, particularly with Word and Excel, and Google Workspace.

• Experience with HR/Payroll software is preferred, but not required.

OTHER REQUIREMENTS:

• Works assigned schedule, which may include evenings and weekends.

• Assists other agencies/departments, as needed.

• Ability to lift 50 lbs.

• Must pass a criminal background check.