Administrative Assistant Rate: $15.96/hour 20 hours a week: 10am-2pm, Monday to Friday.
GENERAL JOB DESCRIPTION Functions at the highest non-supervisory level of the non-professional Library Assistant positions. Provides clerical and administrative support to the Library Director, department supervisors and library staff. Works within a framework of established Library policies, rules and regulations to perform a variety of detailed, non-routine duties. Follows prescribed instructions or standardized methods when doing this work. Work requires a broad understanding of office administrative functions. A general understanding of library operations is desirable.
AUTHORITY AND ACCOUNTABILITY Functions under the direct supervision of the Library Director. When assignments are specified, the individual selects and evaluates the procedures, timing, materials and work aids to be utilized in completing the task or project. Decisions made or actions taken may require independent judgment and innovative problem solving.
EXAMPLES OF WORK: 1. Performs specialized or technical clerical work for the Director including the following:
Creates and revises a wide variety of documents, using appropriate office software, including: correspondence, forms, memoranda, lists, reports, statements, and certificates.
Answers the telephone, greets visitors, and takes phone and in-person messages accurately. Gives routine information in person and over the phone; refers messages and calls to the proper department.
Sorts and distributes mail.
Addresses, stamps, and mails correspondence and packages as needed.
Prepares materials for distribution, as required, including photocopying, collating, stapling, counting and packaging.
Maintains various mailing lists.
Maintains library administration files and records including Trustee files.
Prepares materials for Library Board meetings and other meetings.
Maintains public display racks and bulletin boards to keep them current.
Prepares public announcement materials for publication
2. Performs administrative support work for the Library staff including the following:
Orders office supplies, checks in orders when received, put supplies away, communicates billing information to bookkeeper, monitors stocks of standard supplies, and monitors expenditures to ensure budget line is not over spent.
Maintains the personnel directory, organizational chart, emergency list, snow chain, vendor emergency list, and the service organization directory.
Updates the above as changes occur.
Performs liaison with service/maintenance organizations as requested by the director.
Monitors office equipment to ensure that it is in proper working order; schedules repairs as needed.
3. Assists with financial and personnel record-keeping including:
Compiles payroll sheets and forwards to payroll office.
Tracks employee leave accruals.
Picks up paychecks from payroll office and distributes to employees.
Monitors revenues from library fines and fees; prepares cash revenues for bank deposit.
Monitors petty cash and arranges petty cash disbursals.
Attends workshops and seminars relating to duties and functions referred to in this job description.
Performs other duties as assigned or as needed by the Library Director
Proficiency in MS Office applications, including MS Word, Excel, and Publisher, as demonstrated for example by MS Office Certification.
Proficiency in basic web applications, including Google Workspace, Constant Contact etc. Must be comfortable in digital environments.
Excellent written and verbal communication skills.
Ability to communicate effectively and maintain effective working relationships with colleagues, business contacts, and community groups.
Ability to understand, remember, and carry out instructions on a variety of highly detailed tasks.
Ability to function in harmony with library rules and established procedures.
Ability to organize and prioritize work and follow through with little supervision.
Ability to cumulate numerical data and report information accurately.
High School diploma or its equivalent; some college preferred.
Two (2) years or more experience in an administrative support role.
Successful candidate must be able to pass a background check.
Send a cover letter, resume, and three references to Radwa Ali, Director, at email@example.com. Submission deadline is Friday, 8/27/21.
The Roxbury Public Library seeks an enthusiastic and forward-thinking professional to lead its Adult Services team. Our ideal candidate demonstrates strong interest in and experience with technology, digital services, collection management, innovative services for adults, programming, and public relations. In addition, they should possess a passion for working in a team-based and customer-focused environment that strives to provide top-notch services to the community at large.
This position will play a critical role in shaping the future of adult services at the library and require high-level decision-making in regards to exemplary customer service, programming, collection management, community engagement and technology. The successful candidate will be a key figure in future implementation of a planned “Library of Things,” non-dewification, technological/digital upgrades, and the constant reimagining of what it means to be a successful public library. Inherently lazy candidates, those uncomfortable with change at breakneck speeds, or those who have no desire to challenge the status quo of librarianship need not apply.
Essential duties and responsibilities:
Inspires, motivates and leads staff through effective communication and embracing change.
Collaborates with the management team on preparation and implementation of library-wide services, policies, initiatives, and programming.
Collaborates with adult services staff to develop and execute innovative programs, collection management strategies and services that anticipate and address community needs.
Collaborates with library staff to promote library use, highlighting programs, collections and services for adults.
Develops and strengthens community relations; assists Programming & Community Outreach coordinator.
Runs regular public instructional classes on library resources
Oversees the library website, social media presence, and marketing campaigns.
Represents the library on adult services committees and serves as the authority on adult service; attends professional development events via MAIN, NJLA and other agencies.
Coaches, mentors, schedules and evaluates staff with the goal of continuous improvement.
Collects and analyzes data to write reports with actionable recommendations for improving services.
Assists in the development of library-wide policies, procedures and strategic plans.
Oversees the day-to-day operations of adult services.
Performs reference assistance and reader’s advisory
Assists in other departments and at desks when needed and other duties as required.
Able to see the big picture and promote library-wide consistency and excellence of adult services.
Exemplary leadership skills to create and maintain a high-level of customer satisfaction based on the needs and interests of the community.
Ability to establish and maintain effective working relationships with co-workers, associates, regional library staff, trustees, policy makers, and partner organizations.
Ability and demonstrated experience in planning, developing, administering, and evaluating inventive staff and public services, programs, and community relations.
Superior knowledge of adult literature in order to both develop outcome-oriented collection management strategies and assist with reader’s advisory.
Ability to analyze, interpret and implement the rules, regulations, policies and procedures of the library; friendly flexible, positive and willing to work with customers and staff to successfully resolve problems.
Extensive and creative technical skills, including good command of standard office software, G Suite and Google Drive, social media, internet searching, and use of library information technology.
Fluency in digital art principles, techniques and tools such as Canva or photoshop.
Strong interpersonal and conflict resolution skills; creative problem-solving attitude.
Desire to work in team-based, customer-centric environment; flexibility to assist other public service desks or departments.
Capable of effectively presenting information to executive management, public groups and boards of directors.
Strong communication, writing and speaking skills. Fluency in English is required.
Education and/or Experience:
A Master’s Degree in Library Science from an ALA-accredited university or equivalent.
Three years of progressive experience in working with adults in a public library or similar setting. Two years of supervisory experience strongly preferred. Those with less experience but with the right mix of talents are nonetheless encouraged to apply.
Appointees are required to possess a valid NJ license as a Professional Librarian.
Salary meets the NJLA minimum recommendation for Librarian.
State Health Benefits and mandatory enrollment in the NJ Public Employees' Retirement System.
The Roxbury Township Public Library is a municipal library serving the communities of Succasunna, Ledgewood, Landing, Berkshire Valley, Port Morris, and Kenvil. Residents of the township are eligible to a free library card which enables access to 2.8 million items across the Morris County library consortium including digital books, museum passes and more.