Office Coordinator - Library

Office Coordinator

Under the general supervision of the Public Services Manager, the Office Coordinator is responsible for planning, coordinating, and overseeing office operations and administrative functions for Library Services. This is a 20-hour per week position.

Essential Duties

• Assists with daily opening procedures, including preparing public computers, check-in machines, newspapers, and staff schedules (daily bulletin) for library operations.
• Sorts and distributes mail, interoffice correspondence, Bridges Library System materials, and other library materials to appropriate departments and staff; checks in, processes, maintains, and weeds the periodicals collection, and claims missing issues to ensure accurate records of subscriptions and holdings.
• Prints, posts, and removes official notices for public communication of Library, City, School District and community events.
• Coordinates and maintains scheduling for library display cases, exhibits, and donations in the Library's front lobby, ensuring organized presentation and timely rotation of materials.
• Coordinates schedules and operational needs for the Friends of the Library (FOL), serving as a liaison to support their activities, programs, and events.
• Acts as backup support for coordinating and managing Library meeting room reservations, ensuring coverage during absences or peak usage periods.
• Serves as backup support for facility maintenance and operations as needed.
• Schedules and performs training for meeting room media training.
• Manages Library supplies budget, orders and inventories all library supplies.
• Prepares accounts for collection agency, records transactions, updates records, runs weekly report.
• Organizes, codes and records invoices for Director's approval, copies and submits to City Hall.
• Reconciles cash, cash register receipts, petty cash receipts, maintains cash log, prepares bank deposits.
• Provides back-up support for library staff at service desks as needed.
• Performs other duties as assigned.

Qualifications

Minimum Qualifications

• High school diploma or equivalent
• Minimum three (3) years' experience in administrative and clerical functions

Preferred Qualifications

• Experience working in a Public Library or Municipality
• Professional degree in business administration, office administration, or related field.

Knowledge, Skills and Abilities

• Ability to understand and perform routine library procedures.
• Ability to communicate effectively in both written and oral form with staff and public in person or on the telephone.
• Ability to sort efficiently in alphabetic or numeric order and to develop a working understanding of the Dewey Decimal System of library materials arrangement.
• Ability to follow directions.
• Ability to use computers, computer software, and manage computerized files.
• Ability to perform general office functions including keyboarding and filing.
• Knowledge of accounts payable and cash handling procedures.
• Ability to operate library business machines properly.
• Good organizational skills.

Supplemental Information

Physical Requirements

• Tasks involve extended period of sedentary work.
• Times where exerting up to 10 pounds of force occasionally and/or negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects.
• Task involves extended period of time at a keyboard.

Environmental Requirements

• None. This position is not substantially exposed to adverse environmental conditions.

Sensory Requirements

• The task requires close visual acuity to perform various activities.
• The task requires oral communications ability.
• The task requires sound perception.