Administrative Associate

JOB SUMMARY

Join our team as an Administrative Associate with Library Systems & Services, where you’ll be at the heart of our operations, providing essential administrative support to ensure smooth day-to-day activities. You’ll be responsible for maintaining accurate records, preparing detailed reports, coordinating schedules, and assisting with various departmental needs. Your role will be key in keeping everything organized and running efficiently, allowing the team to focus on delivering excellent services to the community.

Employment Type: Full-time, Non-Exempt (Hourly)

Hours per week: 40

Location: Onsite - Library Management Office (Jurupa Valley)

PRIMARY RESPONSIBILITES

An individual must be able to perform each essential duty and responsibility satisfactorily.

• Assist and provide administrative services such as attending meetings, coordinating preparation of administrative materials and coordinating training
• Maintain records, files and calendars
• Prepare Board correspondence and reports
• Collect and organize data for grants and projects, as required
• Order supplies as needed
• Order business cards
• Assist with operations questions
• Project coordinator for special events
• Oversee volunteer live scan results
• Role may require becoming proficient in Polaris Integrated Library System (ILS) and in Edelweiss Software
• Follow all legal and policy requirements related to patron privacy and custodianship of patron records
• Assist Supervisor with additional tasks as needed

JOB REQUIREMENTS

• An individual should possess the knowledge, skills, and abilities listed and meet the amount of education, training and/or work experience required
• HS Diploma or GED required
• Administrative experience required
• Must be detail oriented and have excellent communication skills
• Solid organizational skills
• Applicants must be proficient in Microsoft Office (Including Excel, Word, and Outlook)
• Ability to work well independently and within a team
• Exercise sound judgment and maintain appropriate confidentiality
• Regular reliable attendance is essential to the job
• Other duties as assigned

EEO STATEMENT

The company and its subsidiaries are an equal opportunity employer and celebrate the population of differences and does not discriminate in its hiring/hiring practices, regardless of race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, veteran status, or any other characteristic protected by law.

Nothing in this job specification restricts management’s right to assign or reassign duties and responsibilities to this job at any time. Critical features of this job are described under various headings above. They may be subject to change at any time due to reasonable accommodation or other reasons. The above statements are strictly intended to describe the general nature and level of the work being performed. They are not intended to be construed as a complete list of all responsibilities, duties, and skills required of employees in this position.

This job description in no way states or implies that these are the only duties to be performed by the employee(s) incumbent in this position. Employees will be required to follow any other job-related instructions and to perform any other job-related duties requested by any person authorized to give instructions or assignments. All duties and responsibilities are essential functions and requirements and are subject to possible modification to reasonably accommodate individuals with disabilities.

To perform this job successfully, the incumbents will possess the skills, aptitudes, and abilities to perform each duty proficiently.

Some requirements may exclude individuals who pose a direct threat or significant risk to the health or safety of themselves or others. The requirements listed in this document are the minimum levels of knowledge, skills, or abilities. This document does not create an employment contract, implied or otherwise, other than an “at will” relationship.