Administrative Assistant

Job Description

Job Description

Job Title:

Administrative Assistant

Reports To:

Executive Director

Department:

Administration

Travel Required:

No

Location:

Main Library

Position Type:

Full-Time

Classification:

Non-Exempt

Certification Required:

No

Under the direction of the Executive Director, the Administrative Assistant is responsible for performing financial/accounting tasks for the library, providing direct assistance to the Executive Director and Assistant Director, and working collaboratively with other departments and external agencies as needed.

Essential Duties:

·         Assist the Executive Director and Assistant Director with projects, reports, or other tasks as assigned.

·         Assist in the development and implementation of accounting policies and procedures.

·         Prepare financial reports/documents for Library Board meetings.

·         Analyze, interpret, and communicate financial operating results to provide information and guidance to the Library Board, Executive Director, and internal Library Departments.

·         Coordinate the yearly financial audit.

·         Participate in the preparation of the annual budget.

·         Ensure compliance with the Department of Local Government.

·         Prepare monthly, quarterly, and annual financial reports for the library board and other entities as needed.

·         Handle official advertising of financial records per KRS.

·         Compile and sort documents such as invoices and checks.

·         Prepare vouchers, invoices, checks, account statements, reports, and other records and review them for accuracy.

·         Prepare monthly checks for signature and mail out payments.

·         Reconcile bank statements.

·         Make deposits and transfer funds as necessary.

·         Maintain all official accounting records.

·         Maintain compliance with federal, state, and local accounting and financial laws and regulations.

·         Approve purchases and ensure proper funds are available for purchases.

·         Process retirement payments.

·         Provide notary services.

·         Manage meeting room reservations.

·         Attend staff meetings and seminars as needed.

·         Work public library desks as needed.

·         Assist with programs as needed.

·         Other duties as assigned.

Expected Hours of Work:

Must work 37.5 hours a week. Additional hours may be required. On-site attendance and some evenings and weekends are required.

Required Education and Experience:

·         Bachelor’s degree in accounting or an equivalent combination of education, certification, training, and/or experience which provides the required knowledge, skills, and abilities.

·         3 years of work experience in bookkeeping for a similarly sized organization.

·         Strong organizational and problem-solving skills.

·         Math and accounting skills.

·         Experience with QuickBooks preferred.

Required Skills:

·         Ability to prepare and manage budgets.

·         Ability to exercise initiative, leadership, independent judgment, and maintain professionalism in uncomfortable situations.

·         Ability to organize, plan, set priorities, manage, use time effectively, and meet deadlines while working with frequent interruptions.

·         Ability to do basic math for routine calculations.

·         Keeps abreast of and understands emerging technologies, current trends, and best practices for accounting.

·         Ability to adapt, remain flexible, and flourish in a changing environment while maintaining a positive attitude.

·         Ability to be tactful and respect confidentiality.

·         Ability to communicate effectively with others, orally and in writing, including through email.

·         Ability to establish and maintain effective and positive working relationships with co-workers, patrons, user groups, community organizations, volunteer groups of varying personalities, cultures, and ages, and to serve the public courteously in a variety of situations.

·         Commitment to the full implementation of the philosophical principles of public library service as outlined in the ALA Freedom to Read Statement and professional literature.

·         Possess strong analytical, time management, interpersonal, and organizational skills as well as the ability to anticipate future needs.

·         Proficiency in using MS Office applications, creating spreadsheets, and QuickBooks.

·         Ability to take initiative and interest in improving existing work techniques and procedures.

Physical Demands

·         Moving up to 50 lb. carts and handling moderately heavy boxes of books when the occasion requires.

·         Ability to balance, stoop, kneel, crouch, crawl, reach, stand, walk, push, pull, lift, grasp, talk, type, pick, pinch, hear, and perform repetitive motions.

·         Ability to stand and sit for long periods of time.

·         Movement through facility locations and assisting patrons.

·         Ability to handle books, materials, and equipment.

·         Ability to reach above the head and below the knee to retrieve shelved items.

·         Visual acuity sufficient to identify materials on shelving up to 90” and to read primarily typed or printed text in a variety of type sizes.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Work Environment

·         Climate-controlled environment inside the building.

·         Barrier-free work area

Note: This job description is intended to outline the general nature and level of work performed by individuals assigned to this position. It is not intended to be construed as an exhaustive list of all responsibilities, duties, and skills required.

Benefits

• Health Insurance – Anthem; premium 100% paid by the Library for employee only.
• Vision Insurance - Anthem; premium 100% paid by the Library for employee only.
• Dental insurance – Delta Dental; premium 100% paid by the Library for employees only.
• Life insurance – Mutual of Omaha; premium 100% paid by the Library for employees only.
• Long-term disability insurance – Mutual of Omaha; premium 100% paid by the Library for employees only.
• Short-term disability insurance – Mutual of Omaha; premium 100% paid by the Library for employee only.
• Employee Assistance Program - Mutual of Omaha; premium 100% paid by the Library for employees only.
• Accrued monthly vacation time. 7.5 hours a month, 12 days a year. Increases based on years of service.
• Accrued monthly sick time. 7.5 hours a month, 12 days a year.
• Employees pay for cancer or accident policy if you choose to participate.
• Employees pay deferred compensation if you choose to participate.
• Enrolled in Kentucky Public Pensions Authority – Employee contribution 6%
• 14 paid holidays.