Full-Time BiblioTemps & Accounting Assistant


This position has a dual role; the incumbent assists with data entry, bookkeeping, reports, routine communications, administrative and clerical functions, and marketing.  This position is a critical link between candidates and temporary employees of MLS’s BiblioTemps service and plays an essential role in MLS accounting processes.  MLS seeks detailed-oriented, independent candidates with sharp communications and computer skills.  Acts as back up to BiblioTemps Manager and Staff Accountant for routine tasks.

Supervision:  This position reports to the Business Director as part of the Member Services Team and is assigned to work closely and take specific direction from the BiblioTemps Manager and Staff Accountant.

Works with MLS staff, members, vendors/contractors, and representatives of partnering organizations.

Position is based in MLS’ Marlborough office.



  • Education: Associate’s degree from an accredited technical school or college with a minimum of two years of office experience, or any equivalent combination of training and experience
    Strong customer service orientation.
  • Ability to communicate effectively, in speech and in writing, with library personnel, MLS staff, partners, and vendors/contractors.
  • Ability to initiate, organize and self-direct work responsibilities.
  • Ability to work collaboratively with other MLS staff as needed on project based and interdepartmental tasks and assignments.
  • Works with MLS staff, members, vendors/contractors, and representatives of partnering organizations.
  • Experience working with data, statistics and related software.
  • Ability to initiate, organize and self-direct work responsibilities.
  • Ability to work collaboratively with other MLS staff as needed on project-based and interdepartmental tasks and assignments.


  • Experience working in human resources operations.
  • Experience using: applicant tracking and accounting (e.g., Quickbooks or MAS90/Sage), payroll, and/or customer relations management systems.

Position Responsibilities

Duties and responsibilities may include, but are not limited to:


  • Manages routine communication with potential clients and temporary staff, including developing and maintaining an FAQ website.
  • Maintains data in applicant tracking system, updating and entering new candidate information, clients, and requests for personnel.
  • Posts placement opportunities.
  • Identifies opportunities for further development of business processes and applicant tracking system.
  • Leads implementation in consultation with manager and vendor.
  • Processes new-hire paperwork for temporary staff and manages “on-boarding” process.
  • Prepares interview packets and schedules screening interviews.
  • Coordinates payroll and billing process with payroll and accounting staff, and assists in resolving related issues, including follow-up on past-due invoices.
  • Prepares documents and contracts, per specifications of the BiblioTemps manager.
  • Maintains and updates the BiblioTemps website and social media presence.
  • Coordinates marketing of BiblioTemps service with manager and Marketing Team.
  • Assists manager with promotional events like job fairs and conference booths.
  • Prepares handouts and orders promotional materials and supplies.
  • Act as backup in absence of BiblioTemps Manager.
  • Other duties as assigned.


  • Assist Business and HR Director with weekly and monthly financial reporting and withjournal entries.
  • Perform clerical and administrative, e.g., inputting and record keeping, for accounts payable and receivalble.
  • Assist with with daily and monthly financial transactions.
  • Act as backup in absence of Staff Accountant.
  • Other duties as assigned.

General Office Duties

  • Assist with school recertification process.
  • Acts as Office Receptionist; answers telephones, routes calls, takes messages, greets visitors; maintains a customer –oriented front office.
  • Assist with registration, set up, tear down, and clean up at MLS events.

Job Requirements

The position requires light to moderate physical effort demanded when performing functions under typical office and computer use conditions. Light to moderate physical effort and stamina required for frequent travel and transport of work related materials and equipment to meeting and training sites. The successful candidate must be able to lift up to 50 pounds with or without reasonable accommodation.

Must possess a valid Motor Vehicle Operator’s License valid for use in Massachusetts and provide the means of transportation to fulfill job duties throughout Massachusetts and attend relevant meetings.

Candidates must be eligible for permanent employment in the United States, and appointments are subject to a criminal background check.


This position is non-exempt from the wage and overtime provisions of the federal Fair Labor Standards Act.

SALARY RANGE – $ 33,911 – $ 44,090

MLS full-time staff members receive a benefits package that includes health insurance; dental insurance, life insurance and a defined contribution plan through TIAA-CREF.  (MLS is a private, non-profit organization and does not participate in any public retirement plan.)

The Massachusetts Library System, Inc. is a state-funded not-for-profit corporation governed by its member libraries with offices in Marlborough & Northampton, Massachusetts.

MLS is an equal opportunity employer.

MLS is an equal opportunity employer that does not discriminate against any employee or applicant for employment because of race, color, age, marital status, sex, physical or mental challenge, creed, religion, political affiliation, national or ethnic origin, or sexual orientation.  Members of underrepresented groups, and those committed to working in a diverse cultural environment are encouraged to apply.

Submit Resume and Cover letter to: Bibliotemps@masslibsystem.org by Aug 19, 2016