Administrative Assistant to the Library

General Description

The Administrative Assistant to the Library is responsible for all administrative functions of OCCC’s Keith Leftwich Memorial Library to ensure efficient operations as well as all material, supply and resource acquisitions, accounting of all library budgets and expenditures, budget reconciliation and the tracking of all license agreements and contracts.

This position also works with internal departments (Human Resources, Purchasing, Budgeting and Finance, Facilities Management, Bookstore) as well as a multitude of outside vendors and distributors.

Reports To Director of Library Services What position(s) reports to this position? None Minimum Education / Experience High School Diploma / GED

2) years of full time secretarial / clerical work experience

1) year of experience working with vendors, purchasing, and creating requisitions Required Knowledge, Skills & Abilities Knowledge of basic bookkeeping and accounting.

Accurate spelling, typing skills, and filing skills.

Accurate mathematical skills to monitor and reconcile budgets and daily transactions.

Proficient in Microsoft Office applications or similar software, including creating and maintaining extensive spreadsheets.

Working knowledge of account management systems.

Positive communication and human relations skills.

Ability to work in a confidential and professional manner. Physical Demands / Working Conditions 1. GENERAL PHYSICAL REQUIREMENTS :

Sedentary work : The person in this position may occasionally exert up to 10 pounds of force to grasp, lift, carry, push, pull or otherwise move objects.

2. PHYSICAL ACTIVITIES :

This position requires the person to frequently communicate with and listen to faculty, staff, administration, and others to perform the essential functions of the position.

Must be able to exchange accurate information in various situations.

This position requires the person to frequently remain in a standing and stationary position.

This position requires the person to frequently operate a computer, other office machinery, and mobile devices to perform the essential functions of the position.

This position requires the person to frequently operate equipment that involves repetitive motions of the wrists, hands, and / or fingers.

This position requires the person to frequently position self to access, work on, or operate equipment or materials and / or to assist faculty, staff, and administration.

3. VISUAL ACUITY :

This position requires the person to judge, observe and assess the accuracy, neatness, thoroughness of work assigned or to make general observations.

4. WORKING CONDITIONS :

This position performs the essential functions in an indoor, office setting. Preferred Qualifications Associates Degree

Experience working in Higher Education Required Training Work Hours Monday-Friday, 8am to 5pm Department Libraries Administration Job Open Date 05 / 08 / 2024 Job Close Date Open Until Filled No Job Duties Job Duties (Position Specific) (The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to the Job Duties (Duties Assignment Statement) Office Administration Duties : Answer general inquiries made to the library office via phone and email.

Maintain and organize the library office email account.

Perform regular library building checks, submitting maintenance tickets as required.

Coordinate library inventory to include computer equipment, furniture, shelving, etc. in compliance with State regulations.

Maintain correspondence with outside vendors and agencies, as required.

Maintain an organized system for electronic filing of vendor contracts, invoices, and other important documents, including the use of institutional accounts for contract maintenance.

Contact vendors when services or repairs are needed for equipment such as copiers, printers, etc.Process incoming mail and deliver to appropriate areas.

Compile and submit monthly statistical data.

Maintain adequate supplies for the efficient operations of the library office and request monthly supplies needs for each department within the library.

Attend and record minutes for monthly library staff meetings.

Work with the Director of Library Services to develop and carry to completion projects relevant to the operations of the library office.

Maintain knowledge of basic Circulation Desk tasks and procedures to provide coverage or building opening and closing support, as needed.

Other duties as assigned.

Budget and Purchasing Duties : Maintain a system for the efficient ordering of books, periodicals, films, and other materials.

Maintain records of all materials and services ordered and received for all library accounts materials, supplies, equipment, and contractual.

Follow up with Purchasing on all items not received by requested delivery date.

Verify accurate deliverables with placed orders and reconcile mistakes or inaccuracies.

Monitor and maintain accurate records for the audit and oversight of all expenditures.

Work with Director of Library Services and librarians to verify division specific resource renewals and to confirm accuracy on provided quotes and invoices.

Initiate purchase order requests.

Process the monthly reconciliation of PCard purchases.

Work closely with the Director of Library Services in the development of each fiscal year budget and object code allocation to ensure adequate funds for each account.

Compile statistics on purchases, such as total purchases, average price, and fund allocations and expenditures, as needed.

Receive all invoices for library orders, review for accuracy, and resolve any problems arising regarding these transactions.

Research vendors for the purchase of all materials, resources, supplies and equipment based on availability, discounts, fill rate and delivery dates in accordance with College and State procurement policies and procedures.

Work with the Travel Coordinator to maintain accurate travel expenses.

Work with the Library Director to develop and carry to completion projects relevant library budgets and purchasing. Job Duties (Safety / Policy & Procedures) Abide by the policies and procedures published in the Board of Regents Policies and College Policies & Procedures ( / policy / )

Contributing to a safe educational & working environment is the responsibility of all College employees and is accomplished when employees :

Adhere to established safety and health procedures and practices for the purpose of providing injury and illness prevention for self and others.

Complete quarterly health and safety training pursuant to OCCC’s established safety and health procedures and practices.

Participate in all applicable OCCC emergency, evacuation, shelter in place drills, and be prepared to take action and assist others in taking appropriate action should a health or safety emergency occur.