Job Description

OCCUPATIONAL TITLE: Administrative Library Assistant

DEPARTMENT/DIVISION: Library

The City of Chickasha is seeking a highly organized, deadline-driven, and detail-oriented individual to serve as our Library Administrative Assistant. This full-time paraprofessional position is essential to the smooth operation of the Chickasha Public Library, offering a dynamic blend of administrative support, bookkeeping, and office management.

In this role, you'll be the go-to person for keeping accounts up to date, and the office running efficiently. From managing accounts and processing invoices to organizing records and preparing reports, your ability to prioritize tasks, adapt to shifting demands, and maintain accuracy under pressure will be key to your success.

If you thrive in a fast-paced environment, take pride in staying ahead of deadlines, and enjoy contributing to a mission-driven team, we invite you to apply and make a meaningful impact on our library and community.

Key Responsibilities: (The items listed below are not intended to be a complete listing of all essential functions and duties of this position.)

• Assist the Library Director by managing administrative and procedural details, allowing for enhanced focus on strategic initiatives.
• Prepare and compose a variety of documents including letters, memoranda, reports, and correspondence in response to inquiries.
• Maintain comprehensive files pertaining to personnel, special programs, requisitions, inventory, finances, and purchasing.
• Conduct daily errands, including trips to City Hall and other necessary tasks as directed.
• Manage departmental financial records, including balancing cash registers and processing invoices for payment.
• Compile circulation statistics and prepare monthly, quarterly, and annual reports, including budget reports.
• Assist in gathering data and preparing annual reports for regulatory purposes.
• Oversee building maintenance and ensure compliance with safety procedures.
• Provide exceptional customer service when required.
• Stay abreast of library programs, trends, and developments to support informed decision-making.
• Assume operational responsibilities in the absence of the Library Director.
• Attend relevant workshops and meetings related to library operations and promotion.
• Maintain regular attendance as per the schedule set by the Library Director.

Minimum Qualifications:

• Equivalent to a high school diploma, preferably supplemented by an associate degree in library science or business.
• Three years of progressively responsible experience, including at least one year of library management responsibilities, or equivalent combination of training and experience.
• Good knowledge of library management practices and procedures.
• Proficiency in office practices, procedures, and operations.
• Sound understanding of elementary bookkeeping and record-keeping systems.
• Competence in computer usage, including word-processing, spreadsheets, and database management.
• Familiarity with Library Science principles.
• Thorough knowledge of library policies, procedures, and city operations.
• Ability to operate office and library equipment effectively.
• Strong decision-making skills in adherence to established policies and procedures.
• Proficiency in arithmetic computations.
• Capacity to maintain complex clerical records and prepare technical reports.
• Strong organizational skills, including establishing and maintaining filing systems.
• Ability to comprehend and follow written and verbal instructions.
• Aptitude for building and maintaining effective working relationships.
• Other duties as assigned.

Working Conditions/Physical Requirements:

• Some interaction with citizens, including potentially challenging situations.
• Subject to normal daily stressors.
• Physical dexterity for accurate keyboarding.
• Indoor work environment with occasional lifting, carrying, and other physical tasks.
• Exposure to computer and phone noise.
• Concentrated work in confined spaces with interruptions.
• Potential exposure to light and glare from computer screens.
• Effective communication skills in English, both verbally and in writing.
• Vision required for reading and reviewing written materials and computer screens.
• High degree of concentration necessary for the role.

Supervision: This position operates under the direct supervision of the Library Director.

Conclusion: The Library Administrative Assistant plays a crucial role in ensuring the efficient functioning of library operations. We seek a qualified individual who can effectively manage administrative tasks, uphold financial integrity, and contribute to the overall success of the library. If you possess the requisite skills and qualifications, we encourage you to apply for this rewarding opportunity.

Please note that the City of Chickasha is an equal opportunity employer and is committed to fostering a diverse and inclusive workplace. We encourage qualified individuals from all backgrounds to apply for this position.

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