The St. Charles Public Library District is seeking a qualified Administrative Assistant for our facility.
The award-winning St. Charles Public Library District is located in the scenic Fox River Valley, 35 miles west of Chicago. The Library serves a district population of 55,092 residents and has a staff of 113.
Responsible for providing library administrative assistance to the Director and Administrative Office. This position requires attention to detail and excellent organizational skills
This class specification lists the major duties and requirements of the job and is not all-inclusive. Incumbent(s) may be expected to perform job-related duties other than those contained in this document and may be required to have specific job-related knowledge and skills.
- Assists with projects, policies and administrative needs for the Director and Administrative Office; serves as a backup FOIA Officer.
- Researches and compiles a variety of informational materials from sources both inside and outside the department on various projects.
- Receives and screens visitors and telephone calls, providing factual information which may require the interpretation of policies and procedures.
- Assists patrons and staff with room reservations, processing applications, confirmation of technology needs/services and room setups; accepts payments for facility rentals; compiles meeting room schedule and distributes to Library departments as appropriate.
- Attends to a variety of office administrative details including but not limited to receiving and distributing incoming mail, preparing materials for mailing, filing, serving as a Notary Public, etc.
- Attends Board, Board Committee and other organizational meetings if needed; provides transcription of meetings for the minutes if needed.
- Assists with compilation of Board packet materials to include agenda, transcript of prior month's minutes, and preparation of monthly statistical report, formatting of resolutions, ordinances, and other documents for the packet within a deadline.
- As needed: processes approved minutes, resolutions, ordinances, notices, policies once approved by Board according to legal statutes; records votes, posts/publishes ordinances, resolutions, minutes, agendas, etc.; updates library policy binder, Trustee Handbook, Public Notice binder, and shared drives. Notifies media of Board meetings.
- Maintains confidentiality in aspects of personnel information and communications.
- Prepares gift and donation acknowledgements; keeps records of all donations, as needed.
- Serves as the backup for the Business Office Assistant, if needed; ensures coverage for the Administrative Office.
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.
Required Knowledge and Skills
- Library policies and procedures.
- Role, structure and function of Board and Committees.
- Government administration as related to library business.
- Record keeping and bookkeeping practices and techniques.
- Principles and techniques of project and record management.
- Standard office practices, systems, and procedures, including filing and the operation of standard office equipment.
- Correct business English, including spelling, grammar and punctuation.
- Techniques for working with a variety of individuals from various socio-economic, ethnic and cultural backgrounds, in person and over the telephone.
- Meeting critical deadlines
- Using tact, discretion and prudence in dealing with those contacted in the course of the work; establishing and maintaining effective working relationships within the community.
- Analyzing and resolving complex administrative support duties and problems.
- Using standard computer applications related to work.
- Reading and explaining rules, policies and procedures.
- Organizing, researching and maintaining organizational files.
- Inputting financial information into standard formats
- Reviewing documents for completeness and accuracy.
- Reviewing, posting, and communicating public records.
- Contributing effectively to the accomplishment of team or work unit goals, objectives and activities.
- Dealing successfully with a variety of individuals.
Education and Experience:
High School Diploma/GED; AND four (4) years of administrative support experience; OR an equivalent combination of education, training and experience. Government administrative support experience preferred.