We are seeking a jack-of-all-trades who is adaptive and versatile to work full-time with our Administrative team! Our ideal candidate will have excellent customer service skills as well as strong verbal and written communication abilities and organizational skills. You will interact with library staff, Board members, patrons and vendors performing a variety of administrative and fiscal tasks. We are seeking a candidate that is proficient in Microsoft Office applications and has the ability to multi-task in a busy office setting. Candidates with Microsoft Office certification and/or library experience will be given primary consideration.
Job Summary:
Provides administrative and clerical support to administrative staff, library departments, and the Board of Trustees. Supports human resources functions including recruitment and onboarding of staff and coordinating staff events. Serves as initial administrative contact for vendors, patrons, and staff members. Researches and initiates purchases and tracks correlating budgets. Plans and organizes meetings, prepares correspondence, manages office supplies and office equipment repairs and maintains administrative records.
 Essential Functions

1. Performs administrative support functions of a diverse and confidential nature for the Director, Board of Trustees, Administrative office staff, and library departments.
2. Assists in recruitment including scheduling interviews, responding to employment inquiries and preparing interview materials.
3. Assists in onboarding of new staff including new employee screening, preparing new employee materials, scheduling onboarding sessions and adding new staff to library systems.
4. Assists in coordinating staff events and activities including staff appreciation activities and training and development. 
5. Takes official Board and other meeting minutes and prepares and distributes Board packets.
6. Prepares for Board and committee meetings.
7. Serves as a Passport Agent Lead, including processing and checking applications for mailing.
8. Processes incoming and outgoing mail, including managing postage purchasing.
9. Prepares and monitors several budgets including all supplies, travel and training, employee memberships, mileage, passport, and other budgets, as needed.
10. Prepares purchase orders, invoices for payment, verifies and mails checks.
11. Maintains, orders, tracks, and distributes office supplies for Library departments. Assists with researching purchases. 
12. Acts as a receptionist for Library Administration by greeting visitors, responding to questions, answering phone and directing and routing phone calls. 
13. Files and maintains administrative records.
14. Coordinates staff training registration and travel arrangements.
15. Collects and compiles annual library statistics and reports as assigned.
16. Composes and edits correspondence and reports for Administrative Staff and Library Board.
17. Prepares and responds to general correspondence of a routine nature.
18. Assists in coordinating library-wide public events. 
19. Performs clerical duties such as filing, word processing, preparing spreadsheets and photocopying.
20. Establishes and maintains a comprehensive record-keeping system and office procedures.
21. Distributes security fobs and assists managing permissions within the security software system.
22. Serves on Library committees as assigned.
23. Manages the donor database, initial processing of donations, and maintains donor relationships with regular communications.
24. Follows library safety and emergency procedures.
25. Reports maintenance and safety issues to supervisor and/or Facilities personnel.
26. Performs other duties as assigned.

Required Knowledge, Skills, and Abilities: 

• Knowledge of office practices, procedures, and equipment.
• Correct use of grammar, punctuation, and spelling.
• Ability to maintain confidentiality.
• Excellent planning and time-management skills.
• Easily adapts to change.
• Excellent customer service and interpersonal skills, including the ability to communicate verbally and in writing in English.
• Advanced proficiency in Microsoft Office applications, intranet, and internet usage, especially Microsoft Word and Excel. 
• Able to quickly learn and implement new software and processes.
• Valid Ohio driver’s license and proof of insurance. 

 Education and Experience: 

• Bachelor’s degree required.
• Two years of increasingly responsible administrative work experience preferred.

 Physical and Environmental Conditions:

• The work environment involves everyday risks or discomforts that require normal safety precautions typical of libraries and offices, which includes the need for general safe workplace practices with office equipment and computers, avoidance of trips and falls, and observance of fire regulations.
• The noise level in the work environment is usually quiet to moderate.
• Considerable mobility including, but not limited to, extensive periods of walking, bending, sitting, lifting weights up to 20 pounds, and pushing full book carts.
• Manual dexterity sufficient to perform general typing and computer skills.
• Calm and focused handling of interruptions and distractions.
• Periodic intense concentration and sustained viewing of a computer monitor.
• Position requires working irregular hours, including evenings and weekends.
• Frequent local travel by personal automobile is required. 

Schedule:

Full-time. Monday-Friday business hours with the ability to attend early evening Board and committee meetings and occasional weekend events.

All positions posted as Upper Arlington Public Library positions are maintained by the Upper Arlington Public Library and not the City of Upper Arlington. While we understanding the difficulty of waiting on job news, we request that you do not call for updates on the status of your application, as this can slow down the process. In the event you experience difficulty in applying through NeoGov, you may contact Library Administration at 614-486-0900.

The Upper Arlington Public Library is an Equal Opportunity Employer. The employment opportunities with the UAPL are available equally to all without regard to race, color, religion, national origin, sex, age, marital status, disability, military status, sexual orientation, gender identity, genetic information or any other characteristics protected by federal, state or local law. 

The Library will make reasonable accommodations for applicants as needed. Applicants who believe they may need a reasonable accommodation during the interview process should contact the Administrative Office at 614-486-0900 and speak to the Human Resources Manager. All requests received will be evaluated individually and responded to appropriately.