Library Administrative Assistant- Full Time

Library Administrative Assistant

Reports To: Library Director

Classification: Non-Exempt (Eligible for overtime)

Join an award-winning library committed to community, creativity, and intellectual freedom.

Mt. Lebanon Public Library, the Pennsylvania Library Association's 2025 Library of the Year, serves a vibrant and dynamic community by providing inclusive spaces for learning, exploration, and connection. As a Book Sanctuary, the Library champions intellectual freedom and the open exchange of ideas, while empowering patrons through education and access to information.

We are seeking a detail-oriented Library Administrative Assistant to support the fundraising, grant, and operational work that makes this impact possible. In this role, you will collaborate with staff, leadership, and community partners to advance key initiatives and help ensure the Library continues to thrive as a welcoming hub for all.

This position is a career administrative position. The ideal candidate will have experience with administrative work or non-profit administration, fundraising, and working with volunteers and community partners. The position does not involve or provide experience in collection development, programming, reference work, or librarianship.

Essential Job Functions

• Daily use of donor management software for communication, promotion, and fundraising.
• Coordination of meeting room use by staff and outside groups; art gallery bookings
• Administrative oversight of all fundraising efforts at the library, including the Library Garden Tour, Annual Appeal, Love Your Library Month, etc.
• Administrative oversight of grants (application, reporting) to support administrator and librarian initiatives and projects.
• Serves in administrative capacity to the following committees:
• • Library Board Fundraising Committee
  • Library Garden Tour Committee
  • Library Strategic Planning Committee
• Support the work of the Director and Associate Directors as needed, including all library-wide initiatives, meeting prep, scheduling, etc.
• Staff liaison to Friends of the Library, supporting the FOL Board, volunteers, and FOL initiatives as needed

Examples of Work

• Compile information and produce reports.
• Compile information for Library Board meeting packets.
• Compile and submit monthly Keystone Grant reports to the Department of Education.
• Coordinate meeting room use by library and community groups; compile program statistics.
• Prepare displays, coordinate, and promote fundraising initiatives with support of various committees.
• Attend committee meetings 1-2 evenings each month.
• Travel within Mt. Lebanon and the South Hills region to promote fundraising efforts.

Required Knowledge and Skills

• Excellent interpersonal, organizational, oral and written communication skills.
• Ability to maintain accurate and detailed records.
• Ability to learn and use various computer software packages, especially donor management software.
• Ability to establish and maintain effective working relationships with staff and public.

Required Education, Training and Experience

• Bachelor's degree or equivalent combination of education and experience REQUIRED.
• Three or more years of administrative experience or equivalent experience REQUIRED.
• The strongest preference will be given to candidates with a background that includes grant administration, fundraising, and regular use of donor management software.

Essential Physical Job Functions

While performing the duties of this job the employee is: frequently required to move and/or lift materials up to 25 pounds and push a loaded book truck weighing up to 300 pounds; Regularly required to stand, walk, bend, kneel, crawl, reach, climb, balance, and sit; operate a keyboard at efficient speed and typical office equipment, including computer hardware; Regularly required to talk and/or hear; use hands to operate objects, tools, or controls; and reach with hands and arms. Vision and hearing at or correctable to "normal ranges". Occasionally required to attend off-site meetings. Occasionally exposed to outside weather conditions.

The above job description reflects the general information deemed necessary to convey the primary functions of the job and shall not be construed as a detailed description of all the work requirements inherent to the position.

The physical demands described herein 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.

This job description is not an employment agreement or contract. Management has the exclusive right to alter this job description at any time without notice.

Mt. Lebanon is an equal opportunity employer. We prohibit discrimination and harassment of any kind based on race, color, religion, sex, sexual orientation, gender identity, pregnancy, national origin, ancestry, disability, genetic information, or any other protected characteristic under federal, state, or local law. Mt. Lebanon makes hiring decisions based solely on qualifications, merit, and business needs at the time. Reasonable accommodations for the needs of applicants with disabilities will be made upon request to the Human Resource Office.