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.

To Apply

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