This is a senior secretary position requiring outstanding organization, planning, and communication skills, superior accuracy, and the ability to exercise sound judgment and discretion. The individual must be an inherently motivated, service-oriented professional. Duties include general secretarial, clerical, receptionist and project-based work. The position also requires an individual who possesses the ability to cross-train in other areas while still performing the duties of the library secretary. Must be able to work occasional evening/weekend hours.
Serves as source of information to students, staff, faculty, and patrons on library policies, procedures, and office activities. Greets visitors. Answers and screens telephone calls. Provides assistance or refers / routes complex or confidential matters to appropriate individual.
Independently drafts correspondence. Follows procedures for receiving gifts and donations according to College policies and sends routine acknowledgements. Receives and distributes incoming mail to staff and /or departments in the library.
Manages library administrator’s appointment calendars. Coordinates and schedules departmental and committee meetings. Prepares, schedules and informs participants, confirming dates and times. Attends, records, transcribes and distributes minutes. Prepares, assembles, maintains and updates schedules, lists, manuals, directories, and handbooks for distribution and use by others. Assists director and library staff with conference and meeting travel arrangements, and works at the circulation desk when needed.
Establishes, maintains and retrieves print files and computer records and forms. Maintains detailed statistical data of library operations and acquisitions accounts using databases or spreadsheets. Maintains back-up records and up-to-date budget information to assist director in preparing reports and with administering library accounts and records.
Receives periodic updates of financial activity and prepares summary reports. Assists in the budget process by gathering and compiling required information. Verifies and processes all library invoices for payment via the college administrative information system (AIS), including library memberships, service contracts, interlibrary loan charges, and OCLC charges. Requests, receives, and maintains inventory, and submits orders, for all office supplies and equipment.
Maintains key control for the library building, machine inventory (excluding computers), submits work orders to facilities management and follows up on maintenance problems, repairs, service and work orders.
Records work statistics for 60 plus work study/college payrollstudent assistants. Prepares and authorizes time sheets for payroll. Coordinates student hiring for all library departments through Student Employment. Ensures confidentiality of information.
Works with supervisors to develop specific goals that support Utica
College’s operational plans. This is done at least annually through the annual performance evaluation process, however review of goals will occur throughout the year. Responsible for working with supervisor and other team members to achieve successful results on all established individual and departmental goals and key performance indicators
Performs other duties as assigned and/or assists with special projects as are required by circumstance, including summer shelf reading and working in circulation and inter library loan.
May oversee the work of student assistants as required
Associate degree required
Bachelor’s degree desired.
Minimum one-year relevant secretarial work experience or combination of equivalent education and experience.
Preferred Experience :
Prior experience or training in secretarial / clerical skills desired.
Experience with Ellucian Banner preferred.
Experience working in an academic library desired.
Ability to deal courteously, patiently, and effectively when dealing with others
Knowledge of office practices, including filing systems, telephone techniques, customer service standards and procedures, and proofreading/editing for professional letter and report writing
Ability to communicate effectively [in writing and orally]
Ability to maintain confidentiality
Ability to understand and follow specific instructions and procedures
Ability to work accurately with attention to detail
Ability to plan, organize and prioritize time and work assignments effectively, and adapt to changes in workflow and detailed procedures
Ability to work well independently and cooperatively in a team environment
Ability to [hire, train, evaluate, schedule and/or supervise] work study students
Knowledge of library principles, practices, and terminology
Ability to organize one’s own workplace and find needed information quickly
Excellent keyboarding, word processing, data entry [MS Office Suite] and/or other computer skills
Willingness to acquire and maintain up-to-date job skills at the level necessary to meet changing demands of the position
Ability to learn and utilize office equipment, computers and software, especially as systems are upgraded
Ability to lift, examine, and move books as needed
Salary & Benefits:
How to Apply:
Apply Here: http://www.Click2Apply.net/cvxd5wh