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Administrative Assistant - Finance, 24hrs. / wk.

Administrative Assistant - Finance, 24hrs. / wk.

Kent District LibraryComstock Park, MI, United States
1 day ago
Job type
  • Part-time
Job description

Salary : $19.50 Hourly

Location : Comstock Park, MI

Job Type : Part-time

Job Number : 00692

Department : Finance

Opening Date : 11 / 04 / 2025

Closing Date : 11 / 18 / 2025 5 : 00 PM Eastern

FLSA : Non-Exempt

Bargaining Unit : NU

Description

Under the general direction of the Finance Manager, provides confidential support to the Finance department. Duties include data entry, general clerical, data entry and project-based work.

Duties and Responsibilities

  • Performs various duties for the Finance Department by answering the phone, responding to requests for information, maintaining various files and databases, managing calendars, contacts, reports, appointments, copying, scanning and preparing mailings.
  • Assists in coordinating Department projects and initiatives, including system initiatives, audit support, donor management, event management, project management, team follow-up items, communications to others, determining bottlenecks, scheduling and MS Planner updates, generating and documenting surveys and the results, documenting and soliciting feedback.
  • Creates and modifies a variety of documents including invoice, donation, and inventory tracking, and recurring contract notifications.
  • Assists in the preparation of materials for meetings, including not limited to agendas, room preparations and clean up. May attend meetings and record and prepare meeting minutes, as necessary.
  • Coordinates meetings, travel arrangements, schedules, and various tasks in support of the Department and Service Center, as needed.
  • Writing and proofreading a variety of communications including but not limited to memorandums, correspondence, invoices, ad hoc reports and letters as needed.
  • Prepares, edits and organizes fillable forms, manuals, and end user training documentation as well.
  • Maintenance in DonorPerfect to include codes, templates, donor data, payment gateway, campaigns, event management and reconciliations.
  • May occasionally serve as receptionist, including greeting all guests and staff warmly.
  • Serves as back-up to other Administrative / Executive Assistants in times of absence.
  • Performs other duties as assigned.

Job Requirements

  • Associates degree in Business Administration or related field preferred. Alternative to traditional educational attainment would be four or more years in positions of proven, progressive responsibility.
  • Two or more years of office or clerical experience is preferred.
  • The job requires a person with exceptional organizational skills, excellent communication skills, a high desire to serve the team and other staff with an empathetic attitude, and a general willingness to look for ways to continuously improve the status quo.
  • Mastery of computer skills necessary to effectively perform all areas of job responsibilities including strong knowledge of Microsoft Office 365 (Outlook, Word, SharePoint, Excel, PowerPoint, etc.), Canva, and Adobe Professional required. Knowledge of DonorPerfect preferred.
  • Must maintain confidentiality and exercise good judgement and independent decision-making in interactions with staff members and the public. Ability to work under general supervision with latitude in exercising independent judgment and discretion subject to Library policies and procedures and professional practices.
  • Effective time management skills are necessary to work on multiple projects concurrently. Must be able to report to work on time, meet deadlines and established timetables with extreme accuracy in a fast-paced environment.
  • High level of interpersonal and communications skills (both oral and written forms) necessary to interact with various levels of community members, library patrons, personnel, Leadership Team, and Board members. The incumbent is also required to communicate effectively in both oral and written forms.
  • Prioritization skills necessary to perform varying tasks with frequent interruptions.
  • Ability to operate a variety of office equipment including but not limited to computers, copy machines, and Teams telephones.
  • Proactive, self-starter attitude with a high level of follow-through.
  • Organizational skills are necessary to perform a varying task with frequent interruptions.
  • Creating and maintaining a professional work environment.
  • Understanding confidentiality and employee right to privacy issues.
  • Analytical ability to compile statistical information and present it in written formats.
  • Visual acuity necessary to view a computer screen and written materials.
  • Hearing ability to answer telephone calls for general staff and public inquiries.
  • Ability to work accurately with numbers and details.
  • Ability to travel between work locations and related places of business as needed.

    • Additional Information

  • KDL provides library services to our local communities seven days per week.
  • While this position is currently assigned to the above location, KDL reserves the right to require employees to be available for assignments at any KDL location.

    • Kent District Library has received the 2024 National Medal for Museum and Library Service, the nation's highest honor given for making significant and exceptional contributions to their communities. Kent District Library was one of five public library award recipients, representing institutions that provide dynamic programming and services that exceed expected levels of service to bring about change that touches the lives of individuals and helps communities thrive.

    To learn more about working at Kent District Library, check out our video :

    Behind the Scenes @ KDL

    Statement on the Use of Pre-Employment Assessments in Evidence-Based Selection Hiring

    Kent District Library is committed to the use of evidence-based selection hiring practices to ensure the recruitment of highly qualified candidates. As part of this commitment, we utilize pre-employment assessments that are scientifically validated and job-related. These assessments are designed to objectively evaluate candidates' skills, abilities, and potential for success in specific roles.

    Legal Compliance :

  • Non-Discrimination : All pre-employment assessments used by our organization comply with federal anti-discrimination laws, including Title VII of the Civil Rights Act of 1964, the Americans with Disabilities Act (ADA), and the Age Discrimination in Employment Act (ADEA). We ensure that these assessments do not disproportionately exclude individuals based on race, color, sex, national origin, religion, disability, or age.
  • Job-Relatedness : Our assessments are developed and validated to measure skills and traits that are directly related to the job requirements. This alignment with job duties is in accordance with the Uniform Guidelines on Employee Selection Procedures (UGESP), which provide interpretive guidelines to ensure equitable and non-discriminatory hiring practices.
  • Objectivity and Fairness : By using professionally developed and validated assessments, we enhance the objectivity and fairness of our hiring process. This reduces the likelihood of unconscious bias and increases the accuracy of hiring decisions.

    • Evidence-Based Approach :

  • Data-Driven Decisions : Our selection process relies on measurable data, such as performance metrics and structured interview results, rather than intuition. This approach ensures that hiring decisions are based on objective, verifiable evidence.
  • Continuous Improvement : We regularly review and update our assessment tools to ensure they remain valid and reliable. This ongoing evaluation helps us maintain high standards in our hiring practices and adapt to evolving job requirements.

    • By adhering to these principles, our organization strives to create a fair, equitable, and legally defensible hiring process that attracts and retains top talent.

    The library employment environment typically requires extensive computer keyboard and mouse activity, in-person, electronic and telephone communication skills. Meeting attendance at various branch and service center locations is expected; self-identified mode of transportation is required. The preparation, loading and carrying or moving of materials is commonly required for all KDL positions. Reasonable accommodations are available for individuals with disabilities.

    All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity or expression, pregnancy, age, national origin, disability status, genetic information, protected veteran status, or any other characteristic protected by law. Recruiting and hiring practices are based solely on job-related criteria. If you require assistance or special accommodations during any part of the application process, contact the Human Resources Department at or 616-784-2226.

    This job description is intended to describe the general nature and level of work being performed by a person assigned to this job. They are not to be construed as an exhaustive list of all job duties that may be performed by a person so classified.

    Kent District Library

    Part-time Employee Benefit Summary

    Paid Time Off

    PTO and Floating Holidays

    Retirement Plan

    457(b) Deferred Compensation Plan & 401(a) Match Plan

    Medical

    Family access to complimentary generic prescription drug program at no cost to employee

    Family access to supplemental Accident & Critical Illness Plans

    at no cost to employee

    Dental

    Dental plan covering preventive services available for purchase

    Student Loan Paydown Plan

    Up to $3600 available to help pay down your student loans

    Employee Assistance Center

    24 / 7 assistance available to provide confidential mental health assistance

    to employee at no cost

    01

    Why did you apply for this role with Kent District Library and how do you think it will contribute to your career journey?

    02

    Are you able to work the schedule posted with this role?Flexible Monday-Friday 8a.m. to 4 p.m

  • Yes
  • No

    • 03

    Please indicate your education / experience related to this role :

  • Associate's or a Bachelor's degree in Business or a related field.
  • Four or more years in positions of proven, progressive responsibility.
  • None of the above.

    • 04

    How many years of experience do you have working in a customer service capacity?

  • None
  • Less than 1 year
  • 1-3 years
  • More than 3 years

    • 05

    How many years of experience do you have working in an office or clerical position?

  • Less than 1 year
  • 1-2 years
  • 3 or more years

    • 06

    How would you rate your comfort using Microsoft Office 365 (Work, Outlook, Excel, PowerPoint, Etc.)?

  • Expert - Could teach others these skills
  • Proficient- Can find your way around most of these applications
  • Somewhat comfortable
  • Barely any experience
  • Completely unfamiliar

    • 07

    How would you rate your comfort using Canva and Adobe Professional?

  • Expert - Could teach others these skills
  • Proficient - Can find your way around most of these applications
  • Beginner - Somewhat comfortable
  • Completely unfamiliar

    • 08

    Do you have experience using DonorPerfect software?

  • Yes
  • No

    • 09

    If offered this position what date would you be able to start in this role?

    10

    I have provided a valid email address and understand it is my responsibility to monitor this email account for pre-employment testing and interview opportunities. I also acknowledge that correspondence received through NEOGOV may be sent to a junk mail or spam account and I will monitor those accounts accordingly.

  • Yes
  • No

    • 11

    I have provided a valid email address for each person listed as a reference. References that do not have valid email addresses will not be contacted. Please note : References will not be requested unless you are asked to interview for this position. A minimum of 3 reference feedback reports are required to proceed with an interview.

  • Yes
  • No

    • Required Question

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    Administrative Assistant • Comstock Park, MI, United States