Kent District Library is hiring: Administrative Assistant for the Director of Li

Salary: $19.50 Hourly

Location : Comstock Park, MI

Job Type: Part-time

Job Number: 00632

Department: Administration

Opening Date: 12/09/2024

Closing Date: 12/23/2024 5:00 PM Eastern

FLSA: Non-Exempt

Bargaining Unit: NU

Description

Under general supervision of the Director of Library Operations, provides confidential support to the Service Center. Duties include general clerical, receptionist, project-based work and a variety of tasks in administrative support to the Service Center.

Duties and Responsibilities

• Serves as an office receptionist, including greeting Service Center visitors.
• Performs various duties for the Department Director and Service Center 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 projects and initiatives, including 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 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, and letters as needed.
• Prepares and edits fillable forms, manuals, and end user training documentation as well.
• Processes the department's purchasing and credit card transactions by coordinating with staff to obtain proper documentation and details necessary for the Finance Department.
• Serves as back-up to other Administrative 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 (Word, Outlook, Excel, PowerPoint, etc.), Canva, and Adobe Professional required.
• 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, fax machines and multi-line 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

• This is a part-time 24 hr/week position. The current schedule is Mon 8am-5pm, Weds 8am-5pm & Thurs or Fri 8am-5pm.
• 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 is recognized as one of the Best & Brightest Companies to Work for in West Michigan 2019. This stems from offering competitive pay, outstanding benefits and fostering excellent work-life balance, but more than anything, it comes as a result of our workplace culture and sense of purpose, which is to further all people.

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

Behind the Scenes @ KDL

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

Please indicate your education/experience related to this position:

• Associates degree or higher in Business Administration or related field
• Four or more years in positions of proven progressive responsibility
• None of the above

02

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

03

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

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

04

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

05

Are you able to work the schedule posted with this part-time 24 hr/wk position? Mon 8am-5pm, Weds 8am-5pm & Thurs or Fri 8am-5pm

• Yes
• No

06

Based on the information in the job posting, what interests you about this position? What are you hoping to learn or achieve?

07

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

Required Question