Library Administrative Assistant

Library Administrative Assistant

The Bellingham Public Library is excited to welcome motivated, detail-oriented candidates to apply for our on-site Library Administrative Assistant position, where you'll play a key part in supporting the Library Director and helping keep our library running smoothly. The Library Administrative Assistant serves as the confidential administrative assistant to the Library Director and performs a variety of administrative, office management, payroll, executive support, and budgeting and accounting support duties for the Library.

This position will start at Step 1 ($33.96/hour). The current full hourly range for this position is $33.96/hour - $41.28/hour. Employees receive step increases annually in accordance with the E-Team Handbook and City policy. For internal candidates, placement within the range is based on City Pay Placement Procedures.

At the City of Bellingham, we offer a comprehensive benefits package that helps you thrive in both your career and personal life. Join our team and enjoy peace of mind knowing that you and your loved ones are well cared for. Here's a closer look at the outstanding benefits that come with being part of our team. You can find more details on our employment benefits page and labor agreements page.

• 13.33 hours of vacation leave per month, with increased accrual over time
• 12 paid holidays + 1 floating holiday per year
• 40 hours of sick leave upon hire + 8 hours accrued monthly
• Medical, dental, and vision insurance for employees and their families
• Life insurance and long-term disability coverage
• Flexible spending accounts and medical insurance opt-out program
• Access to an Employee Assistance Program (EAP)
• Washington State Retirement plan (DRS) for retirement security
• Optional 457 deferred compensation savings plan and 401(a) Retirement Savings Plan with employer match

Leave accruals are based on 1.0 FTE, accruals are pro-rated if part-time and require employees to be in paid status at least 120 hours/month.

Essential functions of the job:

1. Supports work of the Library Director. Screens incoming calls, mail, visitors, and meeting requests. Manages Library Director's calendar. Communicates information on behalf of the Director. Prepares reports, grant applications, policies, studies, Powerpoint slides, and illustrative graphs and charts.
2. Prepares routine and confidential correspondence. Receives, redirects, and responds to a variety of general and confidential inquiries from citizens and employees; assists in coordinating responses.
3. Supports work of the Library Board of Trustees under direction from the Library Director. Prepares and publishes meeting agendas, board packets, and makes all meeting arrangements, including noticing meetings to local media. Assures Board members receive meeting information in a timely manner. Serves as assistant to the Library Board, attends Library Board meetings, takes notes, and prepares Board minutes. Assembles and compiles information for statistical activity reports. Schedules appointments and arranges meetings for Library Director and Board members.
4. Manages office operations for the Library. Develops office procedures and performs administrative tasks involving payroll, timekeeping, budgeting, accounting, and personnel. Orders and maintains inventory of all office supplies.
5. Responsible for Department's records system. Develops and maintains the administrative office filing system, maintains accurate record of contracts and other important documents, routing for signature as required, and updates various policies and procedure manuals under direction of the Library Director. Prepares records retention schedules, arranges for transmittal of records to Records Center for storage and/or destruction and arranges retrieval of materials as needed. Responds to Public Record requests under direction of the Library Director.
6. Prepares Library's annual budget documents and monitors and records budget expenditures, including: gathering and compiling budget information; estimating the needs and costs for supplies and equipment; researching information needed for purchase requisitions; determining areas of potential over or under expenditures; and initiating journal entries. Initiates and prepares appropriate City Council agenda bills relating to the Library's budget. Prepares a variety of financial reports for the Director and Library Board of Trustees. Assists in the preparation of Library's annual financial and statistical reports.
7. Performs all accounts receivable and payable activities: prepares requisitions for Purchase Orders; reviews vendor invoices for accuracy and enters them into financial software for payment and archiving; maintains Gift Fund accounts and monitors Whatcom Community Foundation accounts; counts and reconciles money from coin-operated equipment and ensures equipment is maintained in good operating condition; reconciles Point of Sale revenues with Integrated Library System reports; prepares daily deposit; verifies and remits refunds; tracks and monitors grants; maintains petty cash accounts; and reconciles all Library credit card statements.
8. Acts as primary time administrator for department. Initiates and processes all electronic personnel actions for Library staff including appointments, terminations, and changes. Collects and maintains record of Volunteer background checks.
9. Collects compensation and comparative data for union negotiations and provides confidential negotiations support.
10. Arranges local and out-of-town reservations for conferences, transportation, and lodging. Initiates travel authorizations and compiles back-up documentation.

Additional work performed:

1. Responsible for office asset inventory.
2. Distributes and maintains records for meter passes and temporary parking permits.
3. May type and track management proposals and prepare spreadsheets and other documents for presentation in negotiations.
4. Performs other related work of a similar nature and level.

Working environment:

Work is performed primarily in an office setting with the majority of time at a computer workstation. Work requires sitting or standing for extended periods of time, using a computer workstation and other office equipment and receiving visitors to the Library Director's office. Work may include support for meetings outside the usual work day. This is a sedentary position with minimal physical exertion requirements. Physical ability to perform essential functions of the job, including:

• Frequently operate a computer and other office machinery such as a keyboard, mouse, phone, and fax machine;
• Frequently communicate accurate information and ideas with others;
• Frequently remain stationary for long periods of time;
• Occasionally transport objects weighing 10-15 pounds.

Experience and training:

• High school diploma or General Equivalency Diploma (GED).
• Three years of responsible experience in accounting support and office management.
• Strong experience utilizing computer applications for word processing, spreadsheets, presentation software, and database management.
• Keyboarding at 45 WPM.
• One year of relevant post-secondary vocational or college training preferred.
• Experience utilizing computer graphics preferred.
• An equivalent combination of education and experience sufficient to provide the applicant with the knowledge, skill and ability to successfully perform the essential functions of the job will be considered.

Necessary special requirements:

• Verification of ability to work in the United States by date of hire.
• Employment contingent upon passing a criminal convictions check and child and vulnerable adult abuse records check (see Fair Hiring Practices below).

Selection process:

You are encouraged to print a copy of this job announcement for your reference as the process moves along. Please ensure your application is complete and all required information has been provided. Standard completeness means all application fields (contact information, personal information, education, work experience, references, and supplemental questions). Application materials should comprehensively document your experience and skills related to the position responsibilities and experience/training requirements. As part of the City's commitment to reducing bias in the hiring process, Human Resources redacts personally identifiable information for reviewers. Only the documents listed as required will be reviewed.

Interviews for the most qualified candidates are tentatively scheduled for June 17, 2026. Invitations to participate in the Interview process will be sent via e-mail on or around June 11, 2026. Please Note: Candidates will receive updates regarding application status via email. Please be sure to check your email frequently, including your spam folders for messages filtered by your email providers.

Equal Opportunity:

The City of Bellingham is an Equal Opportunity Employer. We do not make decisions on the basis of an individual's race, religion, creed, color, national origin, sex, marital status, age (40+), disability, retaliation, sexual orientation or gender identity, honorably discharged veteran or military status, status as a victim of domestic violence, sexual assault, and stalking, use of a trained dog guide or service animal by a person with a disability, or any other basis prohibited by local, state, or federal law. All are encouraged to apply for employment.

Fair Hiring Practices: