TOWN OF ENFIELD
LIBRARY DEPARTMENT
ADMINISTRATIVE ASSISTANT

GENERAL STATEMENT OF DUTIES: Assist the Director of Libraries in all areas of library management including developing the library budget and providing efficient library service. Does related work as required.

SUPERVISION RECEIVED: Works under the general supervision of the Director of Libraries within general procedural and policy guidelines.

ESSENTIAL JOB FUNCTIONS: Regular & punctual attendance; responsible for diversified activities including: Preparation and promotion of publicity; acquisition of books; acquisition of library materials and supplies; evaluates and acknowledges all gifts received; maintains financial and personnel records; tracks budget by categories & alerts Director to potential problems.

OTHER JOB FUNCTIONS: Preparation of payroll summary sheet; other duties as required.

PHYSICAL DEMANDS: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is frequently required to sit and talk or hear, use hands to finger, grasp, handle, feel or operate objects, tools or controls. The employee is occasionally required to climb, balance, stoop, kneel, crouch, reach with hands and arms, walk; lift push or pull objects up to 20 pounds. Hand-eye coordination necessary to operate computers and various pieces of office equipment. Specific vision abilities required by this job include close vision and the ability to adjust focus.

WORK ENVIRONMENT: The work characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Must be able to perform complex tasks requiring independent knowledge and its application to non-routine situations.

The noise level in the work environment is usually quiet. May be exposed to dust, fluctuation in inside temperatures and electro-magnetic radiation as in a computer screen.

MINIMUM QUALIFICATION:

KNOWLEDGE, SKILL AND ABILITY: Knowledge of library organization and procedures; ability to prepare reports relative to present procedure; ability to deal with associates and public in a courteous manner; computer skills, knowledge and skills in using computer software office products - word processing and graphics.

PERSONAL ATTRIBUTES: Ability to deal with associates and the public in a courteous manner; ability to make decisions of other than a routine nature in order to meet controlling conditions; neat personal appearance; emotionally stable; pleasing manner.

EXPERIENCE AND TRAINING: Requires Associate Degree with two (2) years experience in public or private library environment.

This job description is not, nor is it intended to be, a complete statement of all duties, functions and responsibilities that comprise this position.

Revised: 2-1-99

Administrative Assistant

Town Of Groton

Position Definition
Performs secretarial and administrative work of a complex, confidential and responsible nature in a major department. Supervises other clerical staff.

General Duties
Receives oral or written instructions from a Supervisor and/or Department Head. Plans and organizes work according to established or standard office procedures. Determines priority of work tasks. Assigns work to clerical staff or to temporary staff. Types and transcribes letters, reports and meeting minutes from rough draft, shorthand, notes, or transcription equipment. Relieves supervisor of administrative detail. Composes and types routine correspondence and reports. Screens telephone calls or greets visitors, ascertain nature of business and refers to appropriate office. Arranges meetings and schedules appointments for Supervisor. Compiles and coordinates data for action by Supervisor. Prepare statistical and narrative reports of some complexity, which may involve use of data processing equipment. Transmits and explains Supervisor's directions to proper persons and follows up for compliance, completeness and conformance with deadlines. Performs special assignments, studies and routine administrative functions as directed. Acts as representative of a department dealing with the public. Receives and records fees. Performs minor bookkeeping functions. Schedules and coordinates the use of town owned buildings and facilities. Reports work accomplished to Supervisor.

Additional Duties
Develops and maintains confidential and complex records and files. Maintains purchasing, personnel or other administrative records. Uses computer terminal to enter and retrieve information.

Supervised By
Receives general supervision from a Department Head or Supervisor.

Qualifications Profile
The skills and knowledge required would generally be acquired with an Associate's Degree in Secretarial Science and four years of progressively responsible secretarial or office administrative work; or a high school diploma and seven years experience. Ability to type. Ability to operate computer, word and data processing equipment. Ability to create spread sheets, perform word processing and manage a data base.

License or Certificate
Not applicable.

Career Possibilities
Promoted From: Office Assistant III
Promoted To: Executive Secretary

Office Assistant II

Town Of Groton

Position Overview
Performs general clerical work of considerable complexity and variety. Enters and retrieves information through a computer terminal. Provides information to the public requiring a knowledge of department programs and procedures. Incumbent may work autonomously in a small office/department or may work in conjunction with other clerical staff in a larger office/department. Schedules appointments and otherwise relieves officials of clerical work and minor administrative and business details by performing the following duties.

Essential Duties And Responsibilities
This position performs a variety of clerical and administrative tasks, focused on supporting the needs of the department. Enters data and word processes material including but not limited to records, reports, memoranda, minutes, lists and labels. Reads and routes incoming mail. Locates and attaches appropriate file to correspondence to be answered by supervisor. Composes and types routine correspondence. Files correspondence and other records. Provides information and referral services to public regarding Department, Unit or Town programs and procedures. Schedules appointments for supervisor. Compiles and types statistical reports. Prepares outgoing mail. Prepares requisitions for materials and supplies. Performs arithmetical computations as required.

Additional Duties And Responsibilities
Performs various routine office duties such as running errands and delivering materials and supplies. Maintains routine financial and payroll records for a Department or unit. Receives and records fees. Handles circulation control. Temporarily relieves other office staff as need requires. Performs related tasks as assigned. Based upon the level of clerical staffing in a given office some or all of these additional duties may be considered essential. Schedules appointments, meetings and conferences.

Qualifications
The skills and knowledge required would generally be acquired with a high school education and four years experience in general office work. Must posses the ability to type and operate office equipment. Demonstrated ability to read and comprehend documents necessary to the safe and effective performance of the job and the ability to compose basic correspondence. Must have sound word processing capabilities with current applications, demonstrated customer service skills. Must be well organized and able to effectively prioritize; must possess strong administrative and coordinative skills; must be accurate and attentive to detail, while meeting deadlines on a regular basis. Ability to create spread sheets and manage a data base. Incumbent will be required to apply reasoning ability to carry out detailed written and oral instructions and will be required to resolve problems with several variables in a dynamic setting.

Certificates, Licenses, Registrations
N/A

Physical Demands
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

While performing the duties of this job, the employee is regularly required to talk or hear. The employee frequently is required to stand; walk; sit; use hands to finger, handle, or feel; and reach with hands and arms. The employee is occasionally required to stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, peripheral vision, and depth perception.

Work Environment
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.

While performing the duties of this job, the employee is occasionally exposed to moving mechanical parts and outside weather conditions. The noise level in the work environment is usually moderate. The employee will routinely operate typical business office equipment, including computer hardware.

Accommodations
Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions of this position.

TOWN OF MONROE
JOB DESCRIPTION
LIBRARY OFFICE ASSISTANT

Department: Library

Position Overview:  Assists the Library Director with administrative and business tasks.  Performs secretarial, clerical, and bookkeeping work of a responsible nature for the library.  Also assists patrons in the use of library services, equipment, and facilities.

Primary Responsibilities:

• Plans and organizes office work according to established or standard office procedures
• Types correspondence and reports
• Transcribes and types minutes from staff meetings
• Organizes and maintains office files
• Orders and receives library and office supplies
• Opens, sorts, and distributes library mail
• Prepares and submits purchase order requisitions for approved orders
• Prepares and submits approved invoices for payment
• Maintains accurate and up-to-date records of library finances and business transactions, including but not limited to information on orders, payments, budget account activity and balances, gifts received and spent, etc.
• Maintains accurate and up-to-date records on personnel, as needed
• Prepares monthly financial reports for the Library Board of Trustees
• Prepares and mails information packets for Library Board of Trustees meetings, and posts minutes and agendas of board meetings with the Town Clerk and with other sites, as directed
• Prepares monthly and annual statistical reports of library activity
• Trains and supervises staff and volunteers assigned to the administrative office
• Screens telephone calls and greets visitors

Additional Responsibilities:

• Works at public service desks, as scheduled
• Provides patrons with general information on library services; assists and instructs patrons in using library services, equipment, and facilities
• Maintains bulletin boards and pamphlet displays
• Maintains library publicity scrapbooks
• Performs other duties, as assigned

Supervision Received:  Receives direct supervision from the Library Director

Supervision Exercised:  Under the direction of the Library Director, supervises staff and volunteers assigned to the administrative office

Required Knowledge, Skills, and Abilities:

• Thorough understanding of general business and office procedures, including bookkeeping and purchasing/receiving functions
• Ability to word process/type with reasonable speed and exceptional accuracy
• Ability to keep records accurately
• Ability to organize work for efficient use of time
• Ability to interact courteously and effectively with the public, with the library's business contacts, and with other staff
• Thorough working knowledge of computers, with the ability to perform word processing, create and use spreadsheets, and use email
• Ability to understand and interpret library policies, procedures, and rules
• Ability to work independently.

Minimum Qualifications: Associate's Degree in Secretarial Science and 2 years of responsible secretarial or office administrative work; or a high school diploma and 3 years relevant experience required.  Previous library experience desirable.

Physical Requirements:

• Ability to lift and/or move materials up to 25 pounds.
• Ability to push a loaded book truck weighing up to 300 pounds.
• Regularly required to stand, walk, bend, kneel, crawl, reach, climb, balance, and sit.
• Ability to operate a keyboard at efficient speed and typical business office equipment, including computer hardware.
• Regularly required to talk and/or hear; use hands to operate objects, tools or controls; and reach with hands and arms.
• Vision and hearing at or correctable to "normal ranges."
• Occasionally required to attend off-site meetings.
• Occasionally exposed to outside weather conditions.

 

Secretary to the Board of Trustees

New Fairfield Library

Supervisor
Chairman of the Board of Trustees

Hours of Work
Part Time

Primary Function
Performs secretarial duties for the Library Board of Trustees

Qualifications, Education, Experience, and Skills Required

• High school graduate with secretarial training
• One to three years general secretarial experience
• Good written and verbal communication skills
• Familiar with word processing programs
• Shorthand optional
• Ability to complete projects unsupervised
• Ability to recognize and maintain need for confidentiality

Specific Duties

• Attends all regularly scheduled Library Board meetings and special meetings as needed
• Prepares agenda and posts it with the Town Clerk as prescribed by town/state laws
• Sends agenda and minutes to each Board member as a reminder of the upcoming meeting
• Takes minutes of Library Board meeting
• Types and distributes minutes to each Board member and Library Director
• Maintains permanent file of minutes as required by town/state laws
• Prepares correspondence as directed by the Library Board
• Prepares meeting room as needed