Administrative Assistant

Job Description

Description:

Position Summary:

Supports the Management Team and Administration staff in the business and financial operations of the Library by performing a variety of administrative duties including invoicing, bookkeeping, financial statements, and record retention. The schedule is typically Monday through Friday from 9:00AM to 5:00PM, with one evening shift scheduled on the third Wednesday of every month to attend the Library Board of Trustees meeting.

Applications that are submitted on or before November 13, 2026 will be prioritized.

Benefits:

Full-time employees are enrolled in an IMRF pension plan; eligible to enroll in benefits including health insurance (80% CSPL funded), dental (employee-only coverage paid for 100% by CSPL), and vision insurance; an optional retirement investment fund (pre-tax and Roth options), and flexible spending accounts. Full-time employees receive life insurance coverage of $30,000 and have an option to also enroll in supplemental life insurance. Paid time off accruals for full-time employees include 7 paid holidays, 3 Personal days, 2 Floating Holidays, 3 weeks of accrued Vacation, and 12 days of annually accrued Sick time.

Essential Job Duties and Responsibilities:

Reconciles cash receipts, maintains cash banks at established levels, prepares and makes regular deposits, and maintains records for supporting documentation for monthly financial reports and Board of Trustees meetings

Reconciles credit card statements and purchases made by Library staff

Processes invoices, generates accounts payable checks, and records paid invoices for collection materials in the ILS

Maintains vendor and administrative files; maintains and updates IDES contractor list; supports fiscal and calendar year end processes (such as audit fieldwork, 1099 preparation, etc.)

Provides support to Administration during the hiring and onboarding process

Assists Administration in the coordination of events such as staff in-service days, appreciation dinners, and other employee wellness initiatives; chairs the Staff Social Committee

Sorts and distributes mail

Monitors and purchases office and café supplies; coordinates property disposal

Interacts with vendors to answer questions and resolve account and billing discrepancies

Maintains vestibule slat wall for community publicity

Coordinates maintenance issues related to postage meter, vending machines, printers, and coin operation machine

Assists in creating and updating documentation of Business Office processes and procedures

Assists with the creation of the monthly board packet; attends Library Board meetings and records minutes

Processes donation requests, honor books, staff anniversary gifts, etc.

Performs other duties and projects as assignedRequirements:

Education: Associates Degree or equivalent

Experience:

Two years general office experience required

Two years bookkeeping experience preferred

Experience working in a Library setting preferred

Knowledge, Skills and Abilities:

Knowledge of QuickBooks accounting software and basic bookkeeping functions

Knowledge of sorting/filing techniques and record retention policies and schedules to maintain accurate records

Knowledge of administrative and clerical procedures and systems

Strong numeric and cash handling ability including the skill to perform mathematical functions with a high degree of accuracy

Ability to establish priorities and maintain accuracy and attention to detail when completing multiple assignments with daily interruptions

Ability to perform duties with discretion and to treat all information, personnel details and library communications obtained with confidentiality and professional composure

Works collaboratively as a member of a team and independently with minimal direction

Strong verbal, written and electronic communication skills

Proficient in using Microsoft Office, productivity software and operating in a PC, web-based environment while adapting and learning changing software and technology with minimal instruction

Applies basic problem-solving to a variety of situations

Physical Requirements/Work Environment:

Ability to lift and carry up to 20 pounds on occasion

The work environment is an office-like setting with a moderate noise level

Full-time