Lorain Public Library System · 11 hours ago
Administrative Assistant- Main Branch
Lorain, OH 44052
Full-time
Onsite
Entry Level
$16.92/hr - $16.92/hr
2+ years expLorain Public Library System is seeking an Administrative Assistant to ensure that the public and the Library system are served efficiently through the Chief Fiscal Officer. The role involves managing fiscal operations, building management, and project management while supporting various departments within the library.
BooksEducationNon ProfitSocial
Responsibilities
Acts as an administrative liaison between the Fiscal office and Facilities, Technology, and Operations departments
Enters requisitions, tracks expenditures and provides reports. May prepare spreadsheets for budgets, grants or contracts, including tracking and maintaining expenditures and reconciling accounts. Prepares financial reports using on-line financial systems
Coordinates with Fiscal Office to develop and improve work processes
May assist with payroll, purchasing, and other accounting processes
Administers the work order system, FacilityDude, and trains staff on its use
Processes purchase orders and supports procurement activities for Facilities and Technology departments
Reviews and reconciles invoices to ensure accuracy and alignment with purchase orders
Oversees annual blanket contract administration and ensures proper funding accounts are charged for services in Facilities and Technology departments
Actively seeks out opportunities to improve business and operational processes/procedures
Operates a postage machine and ensures it is properly set up, calibrated, and regularly maintained for daily mail processing. Monitor and replenish postage funds and ensure budget compliance
Applies project management practices to plan, track, and support successful execution of organizational initiatives
Maintains organized internal office files, Board records, meeting minutes, and schedules in accordance with the Library’s records retention policy
Performs other duties as assigned
Qualification
Required
Education: High School Diploma or equivalent is required
Pre-employment drug screening is required
Criminal background and education verification checks are required
Knowledge of meeting rules of order and protocol
Knowledge of office equipment and the ability to perform minor equipment maintenance
Knowledge of business mathematics and business English including spelling and grammar and the ability to proofread
Knowledge of accounts payable processes, including invoice verification, purchase order matching, payment processing, and vendor communication, with the ability to maintain accuracy and timeliness in financial recordkeeping
Skill in problem-solving and maintaining a proactive and diplomatic demeanor in complex, ambiguous situations
Ability to work with discretion and integrity when accessing or handling sensitive labor relations and management information, including matters related to negotiations, grievances, and personnel decisions, in a manner consistent with the responsibilities and legal obligations of a confidential employee
Ability to travel locally to library branches
Ability to use a computer and job-related software or systems applicable to the essential functions of the job, which may include, but not be limited to email/calendar software, internet/intranet browsers, word processing, spreadsheets, database software, and various systems of software used by the Library
Preferred
Associate's/Bachelor's degree in Accounting or a related field is preferred
Notary Public is preferred
2 or more years of relevant experience is preferred
Company
Lorain Public Library System
Lorain Public Library System is a nonprofit public library that provides free books, digital resources, and community programs.
51-200 employees
Funding
Current Stage
Growth StageCompany data provided by crunchbase