Cambria County Library connects our community with resources that educate, entertain, and empower.

This full-time position is integral to the successful operation of the library’s administration. This role involves providing excellent customer service to employees, visitors, and guests; managing supply requests; coordinating meetings and calendaring for the Executive Director; answering phones; and requires a strong understanding of general library operations. Additionally, the candidate will be responsible for general bookkeeping tasks using QuickBooks, handling cash, and should possess a strong knowledge of Microsoft 365.

POSITION: Administrative Assistant

REPORTS TO: Director of Library Operations

KEY RESPONSIBILITIES:

1. Supply Management:
   a. Coordinate and manage supply requests for various library departments.
   b. Ensure adequate inventory levels and place orders as needed.
   c. Work closely with vendors to maintain effective supply chains.
2. Meeting Coordination and Calendaring (Executive Director):
   a. Schedule and coordinate meetings for the Executive Director.
   b. Manage the Executive Director’s calendar, ensuring efficient use of time.
   c. Prepare meeting agendas, take minutes, and follow up on action items as needed.
3. Phone Management:
   a. Answer incoming calls, providing information and directing calls to the appropriate personnel.
   b. Take messages and ensure timely communication to the Executive Director.
   c. Handle general inquiries and provide assistance as required.
4. Bookkeeping (QuickBooks):
   a. Perform general bookkeeping tasks using QuickBooks, including recording financial transactions and maintaining accurate records.
   b. Handle cash, including processing payments and providing change.
   c. Maintain accuracy in cash transactions and adhere to established cash handling procedures.
   d. Reconcile daily transactions and report any discrepancies.
5. Microsoft 365 Knowledge:
   a. Demonstrate a strong knowledge of Microsoft 365, including proficiency in Microsoft Word, Excel, Outlook, and Teams.
   b. Utilize Microsoft 365 tools for effective communication and collaboration with the library team.
6. General Library Knowledge:
   a. Possess an understanding of library operations and services.
   b. Provide support to library patrons by directing them to the appropriate resources.
   c. Stay informed about upcoming library events and programs.
   d. Provide occasional support at public service points.
7. Administrative Support:
   a. Assist in the coordination of library events and program calendars.
   b. Perform general administrative tasks, including filing, data entry, and correspondence.
   c. Schedule bookings for the library community room with internal and external contacts.
   d. Collaborate with library staff to ensure smooth day-to-day operations.
8. Willingness to help in any other daily operations necessary to the successful running of the library.
9. Other duties as assigned.

QUALIFICATIONS:

1. Proven experience in administrative roles is required; library setting preferred.
2. Strong organizational skills with the ability to manage multiple tasks efficiently.
3. Excellent communication and interpersonal skills.
4. Proficiency in QuickBooks and general bookkeeping standards.
5. Experience with cash register operations and general cash handling procedures.
6. Strong knowledge of Microsoft 365, including Word, Excel, Outlook, and Teams.
7. Familiarity with library operations and services.

EDUCATION AND EXPERIENCE:

1. High School Diploma or equivalent required; additional education in business administration or related field strongly preferred.
2. Previous experience in administrative roles within a library or similar setting strongly preferred.

PHYSICAL DEMANDS:

1. Strength and movement requirements
   • Considerable walking in the work area
   • Ability to lift or move 30 pounds
   • Occasional crouching (bending of the knees)
   • Stooping (bending at the waist) and reaching
2. Manual / physical dexterity requirements
   • Ability to manipulate a keyboard, mouse, and other computer input devices (ex. Barcode Scanner)
   • Ability to manipulate data cables, cords, or connections
   • Ability to manipulate button and touch-screen operated equipment such as photocopier or telephone
   • Ability to manipulate a library cart

To Apply

Please submit a resume and cover letter to campub@cclsys.org to apply.