What are the responsibilities and job description for the Library Office Administrator - East Lansing Public Library position at City of East Lansing?
The East Lansing Public Library is seeking an energetic, visionary and team-oriented Library Office Administrator with experience in office management and library services, strong customer service commitment and collaboration. The Library Office Administrator provides professional/technical administrative support to the daily operations of the Library requiring the use of judgment and discretion; proactive customer service for all ages; represents the library in the community; works as a liaison with area organizations; performs responsibilities related to the Library’s activities and services including finance, budget administration, payroll, and purchasing processes; responds to members of the general public or internal customers regarding inquiries and assisting with accessing services and information; and provides highly responsible administrative assistance to the Library Director and executive management.
Essential Functions:
- Provide high-level administrative assistance to the Library Director and Leadership Team. Duties include establishing and maintaining project tracking systems; collecting, compiling, and synthesizing information from various sources on specialized topics; and preparing and distributing summary reports on library projects, programs, and initiatives to appropriate managers and officials.
- Prepare, type, word process and proofread a variety of documents including general correspondence, reports, and memoranda; prepare and finalize other written communications including administrative policies, procedures, regulations and orders, library publications and the web site, and brochures as assigned; may assist in writing grants. Thorough knowledge of Microsoft Office suites necessary; develop charts, spreadsheets in Excel, Access and Word. Knowledge of library ILS systems, specifically Sierra preferred. Must be able to learn and use electronic databases.
- Maintain a very high level of confidentiality.
- Coordinate a wide range of financial and procurement operations. Responsibilities include processing requisitions and purchase orders; sourcing and ordering office supplies while securing best prices; managing inventory levels; and monitoring and dispersing funds for travel, training, and other departmental expenses.
- Develop annual budget process in conjunction with Director; monitor expenditures and ensure adherence to department budget; gather data and input for annual budget.
- Manage library financial accounts on the online system (New World) and produce statistical reports.
- Serve as a key liaison by establishing and maintaining positive, professional relationships with a diverse range of individuals, including staff, patrons, vendors, and community partners, to facilitate cooperation and achieve organizational goals.
- Receive all gifts to the Library and ensure that donors receive appropriate and timely correspondence related to their gifts.
- Research and verify funds available for a variety of financial activities; monitor contracts to ensure timely completion and accurate payment schedules.
- Compile, calculate, maintain and review departmental payroll; verify time sheets; investigate questionable data; process payroll.
- Respond to citizen inquiries, complaints and service requests; forward requests to appropriate personnel; monitor status of requests.
- Prepare and maintain employee personnel records and other pertinent forms; assist in new employee orientation.
- File documents, reports, and correspondence for the Library; maintain filing system; maintain records for department.
- Schedule appointments and meetings; coordinate travel and lodging arrangements.
- Interpret information regarding Library policies, procedures, programs and services to the public.
- Assist the Director with formal and informal communication as needed.
- Support the acquisition of library materials by entering data into the online government management system (New World), including fund setup and monitoring. Generate statistical and budget reports as requested. Respond to budget-related inquiries from the Collections Team Leader.
- Coordinate and provide direct support for the Library Board of Trustees, Leadership Team, and All-Staff meetings. Duties include preparing agendas, assembling meeting packets, recording and transcribing minutes/notes, and distributing finalized documentation to appropriate participants.
- Serve as library liaison for facilities; monitor all physical plant needs/concerns.
- Perform other duties as assigned.
Qualifications
REQUIRED:
Bachelor’s degree with major course work in public administration, business administration, or related fields.
Three years of increasingly responsible experience in municipal administration, business management, or related field; public library experience preferred. Prior knowledge of budget preparation and accounts payable experience required.
Excellent customer service skills.
Extensive knowledge of computers and software applications.
Excellent knowledge and ability of record keeping.
Excellent communication written and oral-English usage, spelling, grammar and punctuation.
Knowledge of departmental procedures, policies, and rules.
Thorough knowledge of accounting, budgeting and bookkeeping skills.
Knowledge of modern office procedures, methods, and computer equipment.
Ability to write business letters and prepare reports.
Thorough knowledge of principles and practices of budget preparation.
Satisfactory criminal background check.
DESIRED:
Graduate degree in Information and Library Sciences or equivalent experience.
Three to five years’ experience working in a library.
Knowledge of an online library automation system.
Knowledge of services, activities and programs of the Library, and ability to coordinate, plan, market, set-up and conduct.
Special Requirements
Possession of a valid Michigan driver's license is required
