Library Office Associate

Summary

Position Title

Library Office Associate

Department

Library

Status

Full Time/Non-Exempt

Position Summary

The Library Office Associate performs administrative tasks and moderate bookkeeping duties for the library. 

Essential Job Duties

• Is responsible for keeping records of library purchases ordered and paid from library funds.  This involves checking and vouchering invoices and forwarding to the accounts payable office 
• Create monthly and annual reports to reflect budget expenditures 
• Prepares periodic expenditure reports for librarians responsible for purchasing from various library accounts 
• Keeps track of time records for the librarians 
• Provides clerical support for the Director of the Library which may include typing of letters and reports as needed 
• Answers incoming telephone calls and directs call to appropriate department. 
• Sorts and distributes library mail 
• Orders general office supplies and maintains inventory of library equipment and furnishings. Creates purchase orders and maintains vendor account information 
• Initiates requests for necessary building maintenance 
• Coordinate library events and outreach activities with librarians as needed 
• Ability to use Excel for record keeping and report generation 
• Maintains files and other documents electronically 
• Operates standard office equipment and uses required software applications 
• Maintains confidentiality of library director’s office 
• Performs other duties and responsibilities as assigned 

Special Skills

• Office skills, basic bookkeeping skills, office computer skills 
• Excellent written and verbal communication skills 
• Outstanding interpersonal and professional skills 
• Excellent time management and multitasking skills with the ability to work independently

Work Conditions

• Primarily indoor office conditions. 
• Standard office hours are M-F 8:30am - 5:00pm 
• Must be able to work through numerous interruptions.

Physical Requirements

• Must be able to lift and carry equipment and/or supplies weighing up to 40 lbs. 
• Must be able to bend, stoop, and reach. 
• Must be able to operate a computer keyboard and other office machines. 
• Must have vision capable of reading written communications in print or on a screen. 
• Must have adequate hearing to communicate in person or on the phone.

Prerequisites Required for Position

Minimum Education Requirement

• High school diploma with administrative experience  

Minimum Work Experience

• Three years of progressively responsible administrative work. 

Preferred Qualifications

• Familiarity with libraries or with the higher education environment; some college.

Important Note

This is not an exhaustive list of all responsibilities, duties and/or skills required for this position. The University reserves the right to amend and change responsibilities to meet organizational needs.

All Jacksonville University employees who work on campus must be vaccinated for COVID-19. Documentation will be requested during onboarding. Our full vaccination policy is available online.

To Apply

Interested applicants, send application material to libraryjob@ju.edu.