Administrative Assistant- Main Branch

Lorain Public Library System•Lorain, OH

13d•$17•Onsite

About The Position

The Administrative Assistant ensures that the public and the Library system are served efficiently through the Chief Fiscal Officer. Essential Duties and Responsibilities Fiscal Operations Acts as an administrative liaison between the Fiscal office and Facilities, Technology, and Operations departments. Enters requisitions, tracks expenditures and provides reports. May prepare spreadsheets for budgets, grants or contracts, including tracking and maintaining expenditures and reconciling accounts. Prepares financial reports using on-line financial systems. Coordinates with Fiscal Office to develop and improve work processes. May assist with payroll, purchasing, and other accounting processes. Building Management Administers the work order system, FacilityDude, and trains staff on its use. Processes purchase orders and supports procurement activities for Facilities and Technology departments. Reviews and reconciles invoices to ensure accuracy and alignment with purchase orders. Oversees annual blanket contract administration and ensures proper funding accounts are charged for services in Facilities and Technology departments. Contracts & Negotiations Actively seeks out opportunities to improve business and operational processes/procedures. Project Management Operates a postage machine and ensures it is properly set up, calibrated, and regularly maintained for daily mail processing. Monitor and replenish postage funds and ensure budget compliance. Applies project management practices to plan, track, and support successful execution of organizational initiatives. Records Management Maintains organized internal office files, Board records, meeting minutes, and schedules in accordance with the Library’s records retention policy. Performs other duties as assigned.

Requirements

High School Diploma or equivalent is required.
Knowledge of meeting rules of order and protocol
Knowledge of office equipment and the ability to perform minor equipment maintenance
Knowledge of business mathematics and business English including spelling and grammar and the ability to proofread
Knowledge of accounts payable processes, including invoice verification, purchase order matching, payment processing, and vendor communication, with the ability to maintain accuracy and timeliness in financial recordkeeping.
Skill in problem-solving and maintaining a proactive and diplomatic demeanor in complex, ambiguous situations
Ability to work with discretion and integrity when accessing or handling sensitive labor relations and management information, including matters related to negotiations, grievances, and personnel decisions, in a manner consistent with the responsibilities and legal obligations of a confidential employee.
Ability to travel locally to library branches.
Ability to use a computer and job-related software or systems applicable to the essential functions of the job, which may include, but not be limited to email/calendar software, internet/intranet browsers, word processing, spreadsheets, database software, and various systems of software used by the Library.
Pre-employment drug screening is required.
Criminal background and education verification checks are required.

Nice To Haves

Associate’s/Bachelor’s degree in Accounting or a related field is preferred.
Notary Public is preferred.
2 or more years is preferred.

Responsibilities

Acts as an administrative liaison between the Fiscal office and Facilities, Technology, and Operations departments.
Enters requisitions, tracks expenditures and provides reports.
May prepare spreadsheets for budgets, grants or contracts, including tracking and maintaining expenditures and reconciling accounts.
Prepares financial reports using on-line financial systems.
Coordinates with Fiscal Office to develop and improve work processes.
May assist with payroll, purchasing, and other accounting processes.
Administers the work order system, FacilityDude, and trains staff on its use.
Processes purchase orders and supports procurement activities for Facilities and Technology departments.
Reviews and reconciles invoices to ensure accuracy and alignment with purchase orders.
Oversees annual blanket contract administration and ensures proper funding accounts are charged for services in Facilities and Technology departments.
Actively seeks out opportunities to improve business and operational processes/procedures.
Operates a postage machine and ensures it is properly set up, calibrated, and regularly maintained for daily mail processing.
Monitor and replenish postage funds and ensure budget compliance.
Applies project management practices to plan, track, and support successful execution of organizational initiatives.
Maintains organized internal office files, Board records, meeting minutes, and schedules in accordance with the Library’s records retention policy.
Performs other duties as assigned.