Job Opportunities

Part Time Executive Administrative Assistant, Administration Department

Description:

Under supervision of the Associate Director, the Executive Administrative Assistant provides primary and executive level support to the Director and Associate Director. Serves as Secretary/Recorder to the Board of Trustees. This is a confidential position.

Responsibilities:

Administrative

  • Maintain general, personnel and Board of Trustees files located at Kennedy and Westergard Libraries, including set-up and weeding of files each fiscal year in accordance with the State of New Jersey Record Retention Guidelines.
  • Record and prepare monthly Board minutes.
  • Advertise Library Board of Trustee meetings according to Sunshine laws.
  • Organize and distribute print and electronic Board packets for Trustees in a timely manner.
  • Assist with special executive projects and other office-related tasks on an as-needed basis.
  • Screen calls for library management and assist callers when appropriate.
  • Prepare library correspondence, reports, and other materials as required.

Office Management

  • Submit library-wide payroll and leave hours on a weekly basis.
  • Order promotional items library-wide in coordination with vendors.
  • Initiate and track repair and routine service for building and office equipment needs.
  • Communicate with Township Departments and third party vendors regarding building issues.
  • Assist and direct library employees with payroll and personnel inquiries.
  • Keep employees apprised of employment related notices.

User Services

  • Provide high level of customer service at the User Services Desk, including charging/renewing/discharging materials in an automated system, handling issues with overdues and other account information, handling money through accepting fines and fees as needed.

Qualifications:

  • Bachelor’s degree and 1 year of office support experience or High School Diploma and 4 years of office experience, preferably in a nonprofit or academic environment.
  • Ability to comprehend established office routines, as well as complex rules and regulations and skills to maintain suitable records and files.
  • Willingness to complete Notary Public training and provide Notary Public services to public.
  • Strong organizational ability and skills to develop effective work methods.
  • Ability to maintain effective working relationships with other library and township staff members and library trustees.
  • Ability to work and respect privacy due to confidential personnel related information.
  • Strong judgment, highly developed problem-solving skills, and a keen focus on continuous improvement.
  • Highly organized with strong attention to detail.
  • Ability to manage competing deadlines and work under pressure.
  • Superior interpersonal, analytical, oral and written communication skills.

Desired Skills

  • Proficiency with Google Apps / G Suite, including Gmail, Drive, Docs, Sheets and Calendar.

Physical Requirements (sedentary to light work):

  • The ability to sit for extended periods of time, to walk, and carry light loads
  • Visual acuity to read print and computer screens, to operate machines, and to determine the accuracy of work
  • Vocal ability to communicate clearly and courteously with customers, coworkers, and individuals outside the library
  • The ability to travel between library buildings and town hall

Schedule

The schedule for this position is 19 hours per week, including a regular evening, and some Saturday and Sunday coverage on a rotating basis. A regular weekly schedule: Monday 9:30am-2:30pm, Tuesday 5:00-9:00pm, Thursday 9:30am-2:30pm, Friday 9:30am-2:30pm.

Compensation:  

$21.76 per hour.

Notices:

Equal Opportunity Employer. Applicant must comply with the "New Jersey First Act".

To Apply:

Mail your cover letter and resume to jobapplications@piscatawaylibrary.org and include Part Time Executive Administrative Assistant in the Subject Line. Applications will not be