Library Administrative Assistant - Public Library Job at Kansas City, Kansas Pub

Library Administrative Assistant – Public Library

This position provides administrative and clerical support to the Executive Director of Libraries, Assistant Directors, and Finance Manager, contributing to efficient library operations by managing scheduling, correspondence, records, and general office support.

Essential Functions

• Provide courteous and professional customer service to internal and external customers in person, by phone, and via email.
• Schedule and coordinate appointments, meetings, and room reservations; arrange audiovisual and training equipment as needed.
• Prepare and compose routine correspondence and reports on behalf of senior management.
• Use Microsoft 365 and other software applications to prepare, edit, and format information, forms, and reports.
• Answer phone calls, direct inquiries appropriately, and provide standard information.
• Maintain organized paper and electronic filing systems, including confidential and public documents.
• Handle and safeguard confidential information with discretion and in accordance with library policies.
• Copy, collate, distribute, and process time‑sensitive materials such as mail and financial documents.
• Handle weekly deposits from branch locations, ensuring compliance with financial guidelines.
• Update and maintain library intranet pages as assigned.
• Order, receive, and track supplies; verify invoices and packing slips, and follow up on discrepancies.
• Prepare and submit Board agenda items as assigned, coordinating with the Board Clerk to meet deadlines.
• Collaborate effectively with internal departments to ensure smooth communication and workflow.
• Maintain and administer appropriate safety procedures in secure environments.
• Perform other duties as assigned.

Qualifications

• High school diploma or equivalent required.
• Two years of administrative support experience required.
• Proficiency with Microsoft 365 (Word, Excel, Outlook, SharePoint).
• Strong organizational and time management skills.
• Demonstrated ability to maintain confidentiality and handle sensitive information.
• Excellent interpersonal and communication skills.

Physical Demands

This position requires the ability to stand, kneel, walk, stoop, and lift up to 35 pounds. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

Work Environment

Work is performed in a typical office setting within a public library. The environment may include exposure to dust, mildew, fluorescent lighting, and varying noise levels. Flexibility and adaptability are required.

Benefits

Vacation, disability, and personal days granted annually pursuant to KCKPS Board Policies, GARH – Absences, Leave, and Vacation. Salary based on library classification and salary schedule. Placement on the schedule is based on qualifications and experience. A willingness to work evenings, weekends, and extra duty as needed is a condition of employment.