Administrative Assistant

Mid-Hudson Library System
Administrative Assistant

Summary: Provide assistance to the Executive Director by coordinating activities related to the MHLS Board of Trustees and Directors Association; events planning; maintenance of member information; creating and maintaining a favorable public image for the library system; and assistance with general office duties.
The hours would be 15 to 20 a week, Monday through Friday between 9am and 1pm with some weekend and evening hours for board meetings. Essential Duties and Responsibilities include the following. Other duties may be assigned.

1. MHLS Board of Trustees Support
2. Directors Association (DA) Support
3. Member Information
4. Online Calendar & Auditorium Booking
5. General Office Duties
6. Maintain awareness of and assist in managing the Executive Director’s schedule; providing real- time scheduling support by booking appointments and avoiding conflicts.
7. Produces and manages information (such as documents, presentations, worksheets, and charts) using the office productivity software products identified in the qualifications section of this job description under “Computer Skills.”
8. File and retrieve System documents, records, and reports; maintain hard copy and electronic filing system of documents as requested by the Executive Director.
9. Answer telephone promptly, efficiently, appropriately transfer calls.
10. Sort and distribute incoming mail and faxes.
11. Greet visitors and determine access to appropriate staff.
12. Prepare responses to routine inquiries and information requests
13. Perform general clerical duties to include but not limited to: photocopying, faxing, mailing; be familiar with fax and copy machines and assist users when necessary; recycle toner cartridges from printers, copy machines and fax machine.
14. Keep office supply closet organized and notify purchasing officer when items run low.
15. Maintain coffee/tea supplies for the auditorium and conference room and notify purchasing officer when items run low.
16. Participates and promotes green/sustainable initiatives including, but not limited to, proper recycling and energy conservation.
17. Assists the Business Office Staff with clerical tasks as needed.
18. Communications

Qualifications: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The competencies listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. • Adaptability Adapts to changes in the work environment; Manages competing demands; Changes approach or method to best fit the situation; Able to deal with frequent change, delays, or unexpected events.

• Computer Skills To perform this job successfully, an individual should have a minimum of: (1) intermediate skills of Microsoft Office Windows, Word, Outlook, Access, Excel, and PowerPoint; (2) basic contributor-level skills with WordPress content management (e.g., create/edit Web posts and pages, upload and attach media); and (3) be able to create and edit documents in Adobe Acrobat

• Customer Service Manages difficult or emotional customer situations; Responds promptly to customer needs; Solicits customer feedback to improve service; Responds to requests for service and assistance; Meets commitments.

• Oral Communication Speaks clearly and persuasively in positive or negative situations; listens and gets clarification; Responds well to questions; Demonstrates group presentation skills; Participates in meetings.

• Quality Demonstrates accuracy and thoroughness; Looks for ways to improve and promote quality; Applies feedback to improve performance; Monitors own work to ensure quality.

• Written Communication Writes clearly and informatively; Edits work for spelling and grammar; Varies writing style to meet needs; Presents numerical data effectively; Able to read and interpret written information.

Education and/or Experience Associate’s degree in Arts or Business (A. A. or A.B.) from a two-year college or university; or two years related experience and/or training; or equivalent combination of education and experience.

Certificates, Licenses, Registrations: Notary Public

Other Skills and Abilities Is reliable; Treats others with respect and consideration regardless of their status or position; Keeps commitments; Inspires the trust of others; Works ethically and with integrity; Works efficiently and effectively; Accepts responsibility for own actions; Reacts well under pressure; Upholds organizational values; Recognizes and reports unsafe conditions.

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 regularly required to sit; use hands to finger, handle, or feel and talk or hear. The employee is occasionally required to stand; walk and reach with hands and arms.

Work Environment The work environment 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.

The noise level in the work environment is usually moderate.

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