Administrative Assistant - Library

POSITION DESCRIPTION

Department: Corporate Services - Library
Reports to: CEO/Chief Librarian
Effective Date: April 2022
Positions Supervised: 0
Revised Date: September 2023

POSITION SUMMARY:

Provides professional and confidential administrative support to the CEO/Chief Librarian and supervisory Library staff. Ensures that Library administrative functions operate in an efficient and organized manner.

KEY ACCOUNTABILITIES:

• Coordinates and provides the following administrative services for the Library:
  • Updating the website; composing letters, reports and correspondence; and, uploading reports and documents to electronic agenda and electronic document management systems.
  • Preparing Library Board Agendas in the electronic agenda system; arranging Board meeting rooms; technology requirements; circulating agendas; drafting minutes and follow-up as required. Attending meetings when available.
  • Monitors Contracts and Service Agreements, initiates renewal process and assists with funding proposals.
  • Tracks and monitors Library Board Key Agenda Items and Policy Review schedule to ensure review requirements are met. Coordinates with Clerks department to bring relevant County Policies to Library Board for approval.
  • Monitors Library Budget and Business Plan, meeting with and advising CEO of progress and/or issues. Monitors the development of individual workplans for managers and supervisors.
  • Coordinates collection of statistics and key performance indicators for internal and external reporting.
  • Liaises with Coordinator of Legislative Services/Deputy Clerk to ensure documents are appropriately stored in the electronic document management system, and assists staff with the process as required.
  • Coordinates staff meeting dates and attendees; arranges meeting space; technology requirements; prepares agendas, minutes, and follow-up as required.
  • Monthly reconciliation and coding with appropriate budget codes for the Library corporate credit card
• Responsible for purchase of office supplies, registrations, travel/hotel bookings etc. Utilizing purchase order, cheque or credit card payment methods, including coding with appropriate budget codes
• Maintain the electronic workforce scheduling system for Library employees as instructed by managers and supervisors
• Receive and document service related complaints, concerns and questions in a timely and responsive manner. Refers and escalates to the appropriate individual as necessary.
• Support the Library’s programs and services by promoting the Library’s Strategic Plan, best practices, internal policies, and applicable legislation, to meet service excellence standards and uphold the Library’s vision, mission and values.
• Performs other duties as assigned

QUALIFICATIONS FOR SUCCESS:

• Post-secondary education in Office Administration, Business or related discipline.
• Demonstrated administrative experience supporting Senior Level Management. Experience working in a municipal and/or library services environment is an asset.
• An equivalent combination of education and experience may be considered.
• Ability to demonstrate the required competencies for this position in alignment with Oxford County’s competency framework.
• Demonstrated ability to prioritize multiple deadlines, changing priorities, and pay attention to detail while taking direction fom multiple individuals.
• Demonstrated ability to work independently, show initiative and innovation, and collaboratively as a team.
• Proficient in word processing, spreadsheets, and database management.
• Excellent organizational, communication, collaboration, interpersonal and customer service skills.
• Knowledge of relevant trends, legislation and regulations as requiredd.

Note: Works in an office environment with frequent keyboarding. Sitting for extended periods of time