Administrative Assistant - Library

Company Description

The Town of Manchester is a vibrant and diverse community with an array of public services that reflect a set of values shared by its residents and leaders committed to bringing Manchester into the 21st century as an up-and-coming community that cares about its residents, its children, its schools and parks, its roads and utilities, and the health and safety of the Manchester Community.

Town of Manchester’s employees are essential to the town’s ability to provide quality services to the community. It is our goal to attract a diverse, and well-qualified workforce that are representative of our residents to bring their experience and expertise to join our team. 

Come take a look at what is happening in the Town of Manchester https://www.youtube.com/@manchestercttown

Job Description

Performs very responsible administrative support services such as assisting in budget preparation and control, preparing purchase and payment requests, collecting and controlling revenues, gathering information and preparing confidential and other reports, providing project and/or personnel supervision and performing all types of secretarial work.

Essential Job Functions

• Answers telephone and in-person inquiries, requests for service and complaints from customers.  Ascertains the nature of the inquiry, service request or complaint.  Refers customers requiring assistance beyond the individual's knowledge or experience to the appropriate responsible person.
• Develops and implements efficient and effective office procedures. Prepares and types or keys internal and external correspondence in hard copy and electronic media and varied formats. Assists in agenda preparation, takes meeting minutes, prepares minutes and action item lists, prepares action item requests for the Director's signature, maintains an action item tickler file, provides follow up.  Relays messages and instructions to board members, co-workers, other departments and agencies.
• Schedules, in cooperation with Town General Services and Building Maintenance Divisions, and oversees necessary maintenance and repairs to the Library's physical plant.
• Prepares, organizes and maintains confidential personnel records and other files.
• Assists in preparing the annual operating budget.  Enters expense and revenue information into the computer and otherwise maintains library financial information.  Receives procurement requests, prepares and reviews requisitions and purchase orders to assure accuracy.  Obtains necessary approvals.  Prepares and/or reviews payment authorizations and runs or validates financial reports.
• Uses all types of office equipment such as personal computers, computer terminals, computer communications, photocopy machines, postage meters, telephones and call routing features, facsimile machines and boards and provides for their maintenance.

Other Functions

• Uses recorders and transcription equipment.
• Opens and processes mail and other correspondence.   Receives and validates deliveries.
• Controls and maintains a petty cash account and petty cash account records.
• Performs other duties as required.

Desirable Knowledge, Skills & Abilities

• Ability to accurately and proficiently key data on or into a computer terminal or personal computer.  Must possess strong office automation and related applications skills.
• Ability to work effectively alone or in concert with others to undertake and complete assigned work or areas of responsibility.  Has appropriate telephone etiquette and office conduct. Is able to anticipate work which needs to be accomplished either personally and/or by others and takes the initiative to undertake or appropriately inquire as to how the work can best be accomplished within anticipated deadlines.  Is able to keep and maintain confidential information.
• Is personally well organized, can assist others in their organization and has the capacity to manage a significant volume of detail.  Must possess a strong working knowledge of American business English, spelling and grammatical usage.
• Ability to interact with board members, co-workers, managers, supporting staff, other departments and agencies in a courteous, efficient and effective manner.

Physical & Mental Effort/Environmental & Working Conditions

• Is able to communicate effectively orally, in writing and by listening in the modes of speaking, providing instructions and directions in preparing notes, memorandum, correspondence and reports.  This includes the direct and personal use of office computers and other commonly available office equipment.
• He/she must be able to hear normal sounds, distinguish sound as voice patterns and communicate through human speech.
• Ability to get along with co-workers, supervisors, customers and the public at large.
• Ongoing intellectual effort is required to maintain a current knowledge of library operations and to discriminate between publicly available and confidential information.
• The physical demands of the job are typical of most office environments except for recurring evening meetings following a normal day's work and the ability to travel to other meeting locations within the community.

Minimum Training & Experience

Graduation from high school or equivalent required.  Two years of advanced secretarial, business or related training beyond high school preferred.  Five (5) years of experience as a secretary, administrative assistant, other similar responsible position or a combination of comparable training and experience. Bilingual proficiency is preferred.

Please note, this recruitment does require the completion of a practical examination, a passing grade is 70%. Qualified applicants will receive an invitation to test after the job has closed. 

THE ABOVE DESCRIPTION IS ILLUSTRATIVE.  IT IS INTENDED AS A GUIDE FOR PERSONNEL ACTIONS AND MUST NOT BE TAKEN AS A COMPLETE ITEMIZATION OF ALL FACETS OF ANY JOB.

Benefits

• Medical Insurance
• Dental Insurance
• Life Insurance
• Voluntary Vision Insurance
• 14-Paid Holidays
• Alternative Workweek Schedule Eligible
• Sick Time
• Annual Leave
• Paid Parental Leave
• Defined Contribution Plan with 6% employer match
• Tuition Reimbursement & loan repayment assistance
• Access to fitness center
• The Town of Manchester is an eligible Public Service Loan Forgiveness (PSLF) employer.