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administrative assistant

Posted on November 27, 2024 by Employer details Midland Public Library

Job details

Hours: Full Time - 35 hours per week Compensation: $27.85/hr-$34.81/hr Application Deadline: 4:30 p.m. December 24th 2024 Reporting directly to the CEO & Chief Librarian, the Administrative Assistant is a reliable, organized, energetic person with attention to detail and an ability to thrive in a constantly changing environment. This position is responsible for providing a full range of administrative, financial, payroll, communications, and clerical support tasks for the CEO as well as to the Management team, staff and Board as directed by the CEO. Some evening work is required. *Duties and Responsibilities* * Maintain an effective filing system. * Create monthly, yearly and other reports as required, including monthly statistical reports. * Audit payroll using ADP Payroll Software on a weekly basis. * Maintain lieu banks and vacation allowances for all staff. * Receive and process accounts payable invoices for payment by Town of Midland. * Preparation of accounts receivable invoices and purchase orders. * Draft letters and paperwork as required for sponsorships, vendors, donors, etc. * Compose Board minutes and distribute Board documents for upcoming meetings. * Attend Library Board meetings. * Issue donation receipts and letters. Maintain donor information records. * Maintain petty cash. * Monitor repairs needed to facility and report and/or request repairs as required. * Compile data and complete documents regarding government funding applications and disbursements as well as government survey and tax filing documents. * Monitor office supplies and source as required. * Maintenance of service contracts for office equipment (copiers, etc). * Produces and distributes professional communications and marketing products, for staff communications and library promotional materials and publications, including digital content. Designs, creates and edits content, and develops effective distribution and placement of such resources * Ensures the Midland Public Library website is up to date, inclusive of all events, programs, etc. * Creation, as required, of press releases and articles for the local newspaper regarding content related to the library. * Editing, preparation and maintenance of library documentation such as policies, procedures, etc. * Assist with grant applications, including researching and compiling supporting documentation for grants. * Perform other duties and projects as required to support library operations. The duties and responsibilities outlined above are representative but not all-inclusive. *What you need to bring to this position?* * Grade 12 high school diploma. Secretarial/administrative education and/or experience would be considered an asset. * High degree of technological literacy, including the proficient use of the Microsoft Office Suite and office equipment. Experience with FMW Financial Software, ADP Payroll software, WordPress, Adobe InDesign, social media and other technologies would be considered an asset. * Mathematics and accounting literacy. * Excellent oral and written communication, organizational and interpersonal skills. * Proven computer hardware, software, and peripheral troubleshooting and support skills. * High flexibility with strong interpersonal skills that allow one to work effectively in a diverse environment. * Ability to respond to the public in a courteous manner. * Ability to work independently as well as part of a team. * Ability to prioritize and manage conflicting demands. * Ability to exercise sound judgement, maintain confidentiality and show discretion. * Ability to represent the Library in a positive manner. * A satisfactory Police Record Check with Vulnerable Sector Screening is required. Please email a resume and cover letter outlining your interest in the position to thayes@midlandlibrary.com no later than 4:30 p.m. on December 24, 2024. Review of applications and interviews will begin in January. Start date is expected to be in early February, 2025. We thank