Job Description

Job Description

Job Description

Description:

Category/Classification: Full- time Non-Exempt ($16.42/hr)

Reports to: Associate Director of Public Services

General Summary

Under the general guidance of the Associate Director of Public Service, the Administrative Assistant of Public Services carries out a range of secretarial, administrative, and public service duties as assigned. This role primarily involves assisting with scheduling and ensuring adequate staffing for the public service area, managing the ordering of supplies and equipment, and serving as the representative for the Associate Director of Public Service when they are unavailable.

Essential Functions and Responsibilities

• Primary responsibility is to act as assistant to the Associate Director of Public Services: handling correspondence, typing evaluations, and monthly reports, interacting with Public Services staff and in general providing support in all aspects of the work of the Associate Director of Public Services.
• Participates in planning and carrying out adult and family programming.
• Processes Public Service statistics and reports when assigned.
• Provides a variety of clerical and/or technical tasks in support of assigned function, including checking in and out material in a timely manner, processing holds and reserves, assisting patrons with library card applications and accepting payment for library fines and services.
• Attend meeting with the Associate Director of Public Service and take appropriate notes.
• Makes appropriate recommendations and provides instruction and technical assistance to patrons in using online catalog, print and electronic sources to access information, and in using computers and other equipment, including general internet help and accessing library resources through computers and mobile devices. Assists with printing when covering the department.
• Evaluates materials for condition and usefulness and discards; accordingly, recommends new materials; creates and assists with organizing displays to promote library resources.
• Assist with developing plans for services and programs for the community service; schedules, delivers, evaluates with feedback of participants.
• Initiates partnerships that lead to the development, implementation, and administration of system-wide community outreach programs and events.
• Promotes library use and services through displays, presentations, participation in community events, communications and publicity distribution.
• Assists patrons with performing online job searches, writing resumes and cover letters and locating online legal forms, tax documents, and government websites, for immigration, unemployment and SNAP when covering the department.
• Assists in collection and analysis of data on library use, services, trends and community resources.
• Provides social services resources and referrals to patrons in need (homeless, mentally ill, etc.)
• Travel may be required.
• Performs other duties as assigned.

Physical and Mental Requirements

• Prolonged periods of sitting at a desk and working on a computer.
• Must be able to lift fifteen pounds at times.
• Must be able to access and navigate each department at the organization’s facilities.

Education, Experience, and Training

• High School or GED required; bachelor’s degree in human resources, Business Administration, or related field required, preferred.
• Excellent verbal and written communication skills.
• Excellent interpersonal, negotiation, and conflict resolution skills.
• Excellent organizational skills and must pay diligence.
• Excellent time management skills with a proven ability to meet deadlines.
• Strong analytical and critical thinking skills.
• Ability to prioritize tasks and to delegate when appropriate.
• Ability to act with integrity, professionalism, and confidentiality.
• Proficient with Microsoft Office Suite or related software.
• Have Indiana State Librarian Certificate 3 – Professional Assistant or be qualified to receive it soon after hire.
• Have Adult Library reference, AV/CIRC and/or customer service experience (preferred).

Can work nights and weekends as scheduled.

The requirements given above are not intended as exclusive standards for this position. Additionally, the duties and responsibilities listed are meant to be illustrative of the nature of the position and do not include all tasks that may be necessary to this job function. Further, individuals may be required to work in other areas and at different functions than those described in accordance with the changing needs of the library.

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