Business Office Assistant

Iberville Parish Library•Plaquemine, LA

21h•$18•Onsite

About The Position

The Business Office Assistant provides administrative and operational support to the business office by assisting with human resources functions, coordinating purchasing activities, and maintaining financial and personnel records. The position helps ensure efficient business operations, accurate documentation, and adherence to organizational, financial, and personnel policies. This position reports to the Assistant Director of Administrative Services.

Requirements

Associate Degree in Business Administration or related field
Prior experience in a business office environment performing duties related to human resources, purchasing, and/or accounting
Advanced knowledge of common business productivity software, including but not limited to, Office 365, Word, and Excel
Knowledge of general library principles, policies, and procedures
Excellent written and oral communication skills
Excellent interpersonal skills
Excellent time management skills
Ability to work independently
Ability to maintain confidentiality
Advanced organizational skills with the ability to handle multiple assignments, demonstrate accurate and attention to detail
Strong clerical and data-entry skills for maintaining accurate records
Ability to quickly learn new software related to job duties
Ability to prepare, maintain, and update records and reports
Ability to establish and maintain effective working relationships with co-workers, superiors, and outside contacts
Ability to use common and specialized business software
Strong typing and computer application skills. Uses computers and related software applications with proficiency
Ability to assist and support others
Ability to operate telephone systems, PC, copier, and other basic business machines
Ability to interpret and apply policies and procedures
Ability to plan and facilitate employee events

Responsibilities

Assumes responsibility for the procurement of supplies and materials as directed
Serves as purchasing agent for the organization for most supplies and materials
Acts as liaison between the library and its vendors, handles inquiries, requests for quotes, and other communications
Works with the Finance Specialist as assigned to maintain vendor documentation and secure tax-exempt status with vendors
Submits supporting documentation in a timely manner to the Finance Specialist, including but not limited to approved purchase orders, received packing slips and invoices, and other related paperwork
Maintains the library's requisitions software, including but not limited to, requisition and purchase order management.
Ensures timely ordering of library supplies and materials, including obtaining approvals from the Library Director and following up with suppliers on delivery dates
Ensures accuracy of items ordered, tracks deliveries and resolves discrepancies with vendors, and sends items to branches in a timely manner
Maintains accurate records of purchasing transactions, product tracking, and other relevant documents
Ensures purchases comply with organizational procurement policies and applicable state laws
Assists with employee onboarding processes, including but not limited to preparing new hire paperwork, creating work ID badges, and coordinating orientation materials
Maintains departmental files following the departmental filing procedures for employee personnel files
Maintains departmental calendars tracking licenses, expirations, and background checks, and other designated information
Maintains confidential employee personnel files and HR documentation
Ensures assigned human resource tasks are completed in accordance with established procedures and policies
Assists with scanning of financial and personnel documentation for the related document retention systems
Manages phone calls, correspondence, and other communications assigned
Prepare reports and spreadsheets related to purchasing or personnel activities as needed
Assists with financial functions of the business office as assigned
Assists with duties related to planning, organizing, and implementing internal staff training events as assigned by Library Administration
Provides updates, as needed, to library departments on requisitions, including any delays in ordering that can affect schedules
Maintains contact with other divisions and departments to obtain information and/or to correct transactions
Keeps supervisor informed of any areas of concern
Assists and supports Library Administration or other divisions as assigned/needed
Completes all tasks, reports, and related duties in accordance with established deadlines
Responds to departmental questions and problems politely and promptly
Ensures outside contacts are properly informed of changes and other requests
Ensures the Library's professional reputation is projected and maintained.
Continuously improves job skills through various learning and training opportunities, following established procedures and policies for continuing education
Develops and enhances computer and technology skills necessary for effective communication and job function.
Stays knowledgeable and informed about library services, resources, policies, and procedures
Complete special projects and reports as assigned.
Ensures work areas are clean, secure, and well maintained
Performs other duties as assigned