What are the responsibilities and job description for the Administrative Assistant position at Cleveland Heights?
The Cleveland Heights-University Heights Public Library (Heights Libraries) is seeking a highly organized and detail-oriented Administrative Assistant to support the Library Director and administrative departments at the Lee Road branch. This full-time position plays a key role in ensuring the efficient operation of the Library's administrative functions.
Working closely with the Library Director, the Administrative Assistant provides high-level administrative and confidential secretarial support. Responsibilities include managing calendars, coordinating meetings and events, preparing reports and correspondence, and maintaining organized filing and record systems.
The Administrative Assistant is responsible for supporting the Library's Board of Trustees and committee meetings, including preparing and distributing board packets, coordinating logistics, and recording accurate meeting minutes. Additional duties include document management such as editing, formatting, and compiling policies, procedures, and other internal materials.
This position serves as a central point of contact for staff, community members, and external partners, requiring strong communication skills and a commitment to excellent customer service. The ideal candidate demonstrates professionalism, discretion, and the ability to manage multiple priorities in a collaborative, fast-paced environment.
Key Responsibilities:
- Provide administrative support to the Library Director and leadership team.
- Manage calendars, schedule appointments, and coordinate meetings and events.
- Answer and direct phone calls, greet visitors, and provide excellent customer service.
- Prepare, edit, and format correspondence, reports, board packets, and internal documents.
- Attend Board of Trustees and committee meetings; record and distribute meeting minutes.
- Maintain filing systems, databases, and accurate organizational records.
- Handle incoming/outgoing mail and manage office supply inventory.
- Supports other administrative departments with scheduling, documentation, and communications, as needed.
- Assist with staff events, internal communications, and special projects.
- Maintain schedules, records, and materials for meetings, audits, and outreach efforts.
- Maintain employee records and assist with onboarding, recruitment, and training coordination.
- Assist with accounts payable, invoices, expense reports, and payroll data entry.
- Maintain financial records, support reconciliations, and track budgets using Excel.
- Prepare bank deposits, assist with financial reports, and support audit processes.