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Administrative Assistant

Heights Libraries

Cleveland, OH

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JOB DETAILS
SKILLS
Accounts Payable, Administrative Skills, Billing, Budget Management, Business Administration, Calendar Management, Communication Skills, Customer Support/Service, Data Entry, Data Quality, Detail Oriented, Document Management, Documentation, Editing, Establish Priorities, Event Management, Executive Assistant Skills , Expense Reports, Financial Reporting, Financial Systems, Government Organizations, Interpersonal Skills, Inventory Management, Leadership, Logistics, Mail Processing, Meeting Minutes, Microsoft Excel, Microsoft Office, Microsoft Outlook, Microsoft PowerPoint, Microsoft Word, Multitasking, Onboarding, Operations Management, Organizational Skills, Plan Meetings, Prepare Correspondence, Presentation/Verbal Skills, Public Library, Reconciliation, Record Keeping, Reporting Skills, Systems Maintenance, Team Player, Telephone Skills, Time Management, University Library, Writing Skills
LOCATION
Cleveland, OH
POSTED
Today
Description

The Cleveland Heights-University Heights Public Library (Heights Libraries) is seeking a highly organized and detail-oriented Administrative Assistant to support the Library Director and administrative departments at the Lee Road branch. This full-time position plays a key role in ensuring the efficient operation of the Library's administrative functions.

Working closely with the Library Director, the Administrative Assistant provides high-level administrative and confidential secretarial support. Responsibilities include managing calendars, coordinating meetings and events, preparing reports and correspondence, and maintaining organized filing and record systems.

The Administrative Assistant is responsible for supporting the Library's Board of Trustees and committee meetings, including preparing and distributing board packets, coordinating logistics, and recording accurate meeting minutes. Additional duties include document management such as editing, formatting, and compiling policies, procedures, and other internal materials.

This position serves as a central point of contact for staff, community members, and external partners, requiring strong communication skills and a commitment to excellent customer service. The ideal candidate demonstrates professionalism, discretion, and the ability to manage multiple priorities in a collaborative, fast-paced environment.

Key Responsibilities:

  • Provide administrative support to the Library Director and leadership team.
  • Manage calendars, schedule appointments, and coordinate meetings and events.
  • Answer and direct phone calls, greet visitors, and provide excellent customer service.
  • Prepare, edit, and format correspondence, reports, board packets, and internal documents.
  • Attend Board of Trustees and committee meetings; record and distribute meeting minutes.
  • Maintain filing systems, databases, and accurate organizational records.
  • Handle incoming/outgoing mail and manage office supply inventory.
  • Supports other administrative departments with scheduling, documentation, and communications, as needed.
  • Assist with staff events, internal communications, and special projects.
  • Maintain schedules, records, and materials for meetings, audits, and outreach efforts.
  • Maintain employee records and assist with onboarding, recruitment, and training coordination.
  • Assist with accounts payable, invoices, expense reports, and payroll data entry.
  • Maintain financial records, support reconciliations, and track budgets using Excel.
  • Prepare bank deposits, assist with financial reports, and support audit processes.


Requirements

Education:
• Associate's degree or higher in Business Administration, or a related field is preferred.

Experience:
• At least 3 years of experience in an administrative role.
• Experience in public libraries or government organizations is a plus.

Skills & Knowledge:
• Strong organizational and multitasking skills with exceptional attention to detail.
• Proficiency in Microsoft Office Suite, including strong Excel skills, as well as Word, PowerPoint, and Outlook.
• Accurate and efficient data entry skills with a focus on maintaining data integrity across HR and financial systems.
• Excellent written and verbal communication skills.
• Ability to handle sensitive information with discretion and professionalism.
• Ability to work independently, prioritize tasks, and manage time effectively.
• Strong interpersonal skills and the ability to communicate effectively with diverse individuals and groups.
• Ability to work collaboratively with various teams, particularly in supporting projects and initiatives.

About the Company

H

Heights Libraries

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