Executive Assistant to the Library Director

Company: Town of Brookline
Location: Brookline
Posted on: January 21, 2025

Job Description:

The Public Library of Brookline is seeking an Executive Assistant to the Library Director to assist with the daily administrative operations of the Library. Acts as confidential assistant to the Library Director and performs complex administrative clerical and office duties. May assist other Administrative Office staff, the Assistant Director, Assistant Director of Technology, Business Manager, staff and Trustees, with complex administrative matters on a day to day basis.

Responsible for payroll information, manages and tracks accruals, calculates PT leave time, tracks attendance issues and reports to Director. Acts as administrative point of contact for personnel queries; maintains and files personnel documents, including new hire paperwork, electronic filing and scanning; assists with new hire onboarding and conducting CORI background checks. Provides clerical support to the Director, including scanning, faxing, copying, filing, data entry, and preparation of correspondence to donors; maintains the Director's appointment scheduling; and schedules/manages room rentals. Answers departmental phones and monitors voicemail, referring calls and messages to appropriate staff as needed. Attends monthly Trustees' board meetings and takes minutes. Performs other related duties as required

Qualifications:

High School diploma required. Associates or bachelors degree preferred; three to give years of office experience; library experience preferred; or an equivalent combination of education and experience. Excellent customer service and interpersonal skills; skilled in using office software such as MS Word and Excel. Payroll and some Human Resources experience desirable. Ability to work independently with high attention to detail and excellent organizational skills.

Additional Requirements:

Must be available to attend Library Board of Trustees Meetings on Tuesday evenings.

Salary Range: $33.45 - 34.88 hourly and generous benefits. Please apply with resume and cover letter. Position is open until filled.



Executive Assistant to the Library Director job description


Primary Purpose

Administrative and financial duties assisting the Director with the daily operations and administration of the department; Performs a wide range of complex administrative duties that require general knowledge of Library practices and procedures. Performs all other related duties, as required.

Essential Duties and Responsibilities

The essential functions or duties listed below are illustrations of the type of work that is performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position.

Acts as confidential assistant to the Library Director; performs complex administrative, clerical and office duties. May assist other Administrative Office staff, the Assistant Director, Assistant Director of Technology, Business Manager, staff and Trustees, with complex administrative matters on a day to day basis.

Schedules all appointments for the Library Director; prepares Events Calendar Review, oversight and scheduling of meeting room applications; Process monetary donations made to the library, prepare deposits and send acknowledgments.

Assists the staff, the public and other departments in the furnishing of information and the resolution of problems; suggests alternative courses of action; researches questions; handles unusual or difficult situations.

Prepares on-boarding and off-boarding documents for all full-time, part-time, temporary employees as well as volunteers and interns; including training on office processes, procedures and time and attendance matters. Maintains accruals and processes payroll and other personnel actions for all such employees, volunteers and interns; calculates time for part-time employees; obtains information from branch libraries; enters data; distributes checks and/or pays advisories. Create, activate, and deactivate employee badges.

Approves requested time off in absence of the Assistant Director; provides Director with regular reports, including sick leave usage report.

Answers all incoming calls and emails to the Administration Office from the public, staff, Board of Library Trustees, and department inquiries; monitor and update messages on the call out line.

Distributes incoming mail and prepares outgoing and internal correspondence regarding sensitive matters such as personnel and labor relations matters, grants, committee meetings, and union issues from the Library Director; Answers and screens telephone calls; makes referrals and provides assistance and information.

Responsible for preparing and maintaining all files in the office of the Library Director including disciplinary records, internal investigations, and other confidential materials.

Accounts for daily cash receipts and prepares cash draw; prepares daily cash transfer to the Treasurer's office; accounts for cash received from branches.

Attends monthly Board meeting/posts Trustees and assorted Trustee committee and subcommittee meetings on the Town calendar; records/prepares/distributes and posts agendas and minutes on the Town calendar; prepares minutes and any additional requested reports for Trustees' meetings.

Performs additional duties in the absence of other staff; including coverage for Circulation Department, and Business Manager.

Performs similar or related work as directed, required, or as situation dictates.



Supervision

Works under the general direction of the Library Director; duties are performed in accordance with established methods and procedures ; Works independently to complete assignments according to prescribed time schedules, responsible to advice and resolve problems of other staff regarding administrative policies or procedures; unusual situations are referred to supervisors. Job functions require the exercise of judgment and a broad knowledge of department executive and administrative operations.

Work Environment

Performs work in office conditions; the nature and volume of work vary according to both scheduled and unplanned events; occasional night and/or weekend work is required. The employee operates standard office equipment including computer technologies. The employee has ongoing contact with the public, vendors, representatives of outside organizations, Library Trustees, Friends of the Library, Brookline Library Foundation, and other Town and State officials and town departments to provide and obtain information, primarily pertaining to Library issues. The employee is required to use discretion in maintaining and using confidential information, including payroll and personnel files, personnel actions, legal proceedings and collective bargaining negotiations. Errors could have significant financial, legal or public relations repercussions.


Recommended Minimum Qualifications

Education and Experience

High school diploma; business or office training, associates or bachelors is preferred, three to five years of office or business experence, library experience preferred, ; or an equivalent combination of education and experience.

Knowledge, Ability and Skill

Knowledge of office practices and procedures; knowledge of payroll and personnel principles and procedures. Knowledge of a unionized environment and familiarity of reading collective bargaining agreements. Ability to work independently, organize time and complete tasks to meet deadlines; ability to communicate effectively with the town employees and the public verbally and in writing; ability to maintain confidential information. Basic accounting/bookkeeping skills; interpersonal skills; computer skills, including word processing and spreadsheets; general office skills; excellent organizational skills.

Physical Requirements

Tasks require the ability to exert light physical effort in sedentary to light work, which may involve some lifting, carrying, pushing and/or pulling of objects of materials of light weight (up to 10 pounds). Tasks involve extended periods of time at a keyboard or workstation. Requires the ability to operate, maneuver and/or control the actions of equipment, machinery, tools, and/or materials used in performing essential functions. Some tasks require the ability to communicate orally. Vision requirements include the ability to read documents and use a computer.

This job description does not constitute an employment agreement between the employer and employee, and is subject to change by the employer, as the needs of the employer and requirements of the job change.

Keywords: Town of Brookline, Newton , Executive Assistant to the Library Director, Executive , Brookline, Massachusetts