Administrative Assistant to the Library

Reports To: Director of Library Services

Minimum Education/Experience: High School Diploma/GEDMinimum (2) years work experience in an administrative office position

Required Knowledge, Skills & Abilities: Knowledge: Office/clerical functions Proficient in Microsoft Office applications or similar software, including creating and maintaining extensive spreadsheets.

Skills: Positive communication and human relations skills

Physical Demands/Working Conditions: The work is light work which requires the person in this position to occasionally exert up to 20 pounds of force to grasp, lift, carry, push, pull, or otherwise move objects. Additionally, the following physical abilities are required: This position requires the person to frequently move about the Library to assist and perform the essential functions of the position. This position requires the person to frequently communicate with and listen to students, administration, faculty, staff, and others to perform the essential functions of the position; must be able to exchange accurate information in various situations. This position frequently requires the person to operate a computer and other office equipment 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 remain in a standing and stationary position. This position requires the person to frequently position self to access materials that may be above head or at ground level. This position requires the person to judge, observe, and assess the accuracy, neatness, thoroughness of work assigned or to make general observations. Work is performed in a relatively safe and secure indoor, office setting. Works normal office hours; requires overtime, flexible hours, and/or weekend hours during peak periods.

Work Hours: Monday-Friday, 8am to 5pmDepartment: Libraries Administration

Job Duties: To perform this job successfully, an individual must be able to perform the essential job functions satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the primary job functions herein described. Since every duty associated with this position may not be described herein, employees may be required to perform duties not specifically spelled out in the job description, but which may be reasonably considered to be incidental in the performing of their duties just as though they were actually written out in this job description.

Job Duties: (Position Specific): Office Administration Duties: Answer general inquiries made to the library office via phone and email. Maintain and organize the library office email account. Assist with daily inter-library loan operations by communicating with other libraries, submitting borrowing requests, and delivering or returning items. May assist with lending requests, as needed. 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. Arrange and process conference registration and travel needs and maintain accurate travel records. 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 (http://www.occc.edu/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.