Administrative Assistant


Statement of Duties
Performs administrative  tasks for a Library department. Is responsible for routine bookkeeping functions. Relieves Library Assistants.  Performs other duties as required.


Works under the general supervision of the director who provides goals and objectives; performs tasks with a high degree of independence.  Library policies and procedures are available and must be observed and followed.

Has access to confidential and financial information.

Job Environment
This is varied, detailed work,  Specific tasks include secretarial, accounting and purchasing duties. Errors could result in delay or loss of service and monetary loss, damage to equipment,patron dissatifaction.

Contacts include the Town Accountant as well as other town employees; vendors; and the public.

Essential Functions
The essential functions or duties listed below are intended only as illustrations of the various types of work that may be 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.

Performs bookkeeping functions, including verification of invoices for payment, accounting for funds received, monthly financial reporting, and maintenance of accounting software.  Coordinates with Town Accountant to assure reconciliation of accounts.

Verifies receipts, prepares “turnover sheet” for Town Treasurer.

Coordinates purchase of office and janitorial supplies and equipment within parameters set by the Director.  Verifies shipments; returns items for credit.  Assists with annual expense budget preparation.

Prepares bi-weekly payroll request for review by Director and Chair of Library Trustees.

Assists the Director with grant preparation.

Performs routine clerical duties including telephone reception, opening and sorting mail; preparation of correspondence, maintenance of office file systems. 

Performs Library Assistant duties including all routine duties and at least one special program each year.

Recommended Minimum Qualifications


Education and Experience
High School Diploma or equivalent, and successfully completed secondary courses in Liberal Arts, office practices, or accounting, as well as 1 year of experience in an office environment.  Must be able to demonstrate possession of the required knowledge, skills and abilities to perform administrative and bookkeeping duties. 

Knowledge, Ability and Skill

·         Knowledge of office practices

·         Organizational ability

·         Effective written and oral communication

·         Demonstrated competency in bookkeeping and profiency in at least one computerized accounting program

Ability to:

·         Handle a great deal of detail with accuracy

·         Meet deadlines and work within budgeted guidelines

·         Perform independently

·         Handle confidential and financial information

·         Persuade, negotiate, and/or guide others to desired goal.


Physical and Mental Requirements
Work is performed in and office setting, subject to quiet or moderate noise.  Up to half  of time is spent standing, walking, stooping or reaching with hands or arms.  Up to two-thirds of the time is spent using hands to finger, handle or feel objects, tools or controls.  The employee is frequently required to sit, talk and hear.  Frequently required to lift up to 10 pounds; occasional lifting is required up to 30 pounds; seldom required to lift up to 50 pounds.  Specific vision abilities include close vision and the ability to adjust focus. The need to respond to competing needs or meet deadlines could cause stress at times. Equipment used includes personal computers, office machines.

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


Administrative Assistant

Statement of Differences:

General Statement:

This is a new job description.  The employee in this category works 24 hours per week and performs administrative and bookkeeping tasks for approximately 75% of the time.  The remainder of the time is devoted to Library Assistant tasks.  Please see that job description.  The employee is currently classified as a Library Assistant.  The differences between that job and this new description are as follows:



·         Reports to the Director

·         Access to financial material

Job Environment:

·         Character of the work is clerical; skills involved are primarily those of a technical nature as well as some negotiation/persuasion.

·         Employee is expected to work independently to deadlines, within budgets, find and rectify errors.

Essential Functions

·         The descriptions of administrative and bookkeeping functions have been added.  The Library Assistant functions are included by reference to that job description.


·         Language has been added to indicate that the employee must demonstrate the ability to perform the specific nature of the job.  Training is required in accounting or bookkeeping, as well as relevant computer programs.  Experience in a similar job (rather than in a library) is required.

Physical and Mental Characteristics

·         Match those of Library Assistant except in the area of mental stressors