Nature of Work

Assists administrative staff in financial tracking, completing payroll, ordering office supplies, counting and reporting funds received, copying and filing. Backs up other library staff as needed to perform deliveries and verify incoming orders. Work is performed within established guidelines and is under the direct supervision of the Library Administrative and Financial Manager.

Essential Functions and Responsibilities

• Performs financial tracking; compares invoices to financial reports to reconcile transactions as they are posted.
• Codes invoices to indicate the correct library account from which to make payment.
• Performs payroll data entry and prepares payroll documents; reconciles time clock data and verifies correct reporting of staff time.
• Places supply orders for routine items; fills orders or issues supplies from stock; distributes supplies as requested.
• Counts money received by all library locations; prepares reports for the Finance Department.
• Archives documents per records retention regulations; prepares outdated materials for destruction.
• Photocopies and files documents.
• Compiles records and reports.
• Writes recognition and thank you notes when donations or memorials are received.
• Assists Library Courier with processing and delivery of mail as needed; tasks include opening, sorting and distributing incoming mail; wrapping, weighing, and affixing postage to parcel packages; maintaining manifest and shipping records; collecting, sealing and posting outgoing mail.
• May act as Library Courier in the absence of the Courier, sorting and delivering books and other library materials to libraries throughout the library system service area.
• Collects and distributes paperwork from one department to another; performs miscellaneous deliveries.
• Enters library program information into online events calendar software.
• Operates office equipment such as mailing and shipping machines, photocopiers, computers, printers, scanners and fax machines.
• Assists with special projects as needed.
• Regular reliable full-time attendance as scheduled.
• The employer may add to or change duties at any time and as determined by the County and its leaders to best ensure that the public is served through the work of the Department.
• Performs other related duties as assigned.

Minimum Qualifications

• Graduation from high school or the equivalent and one-year related experience and/or training in administrative and clerical work.
• Must maintain good interpersonal and communication skills to deal with public.
• Must be able to speak, write, and comprehend English language.

LICENSES AND/OR CERTIFICATIONS:
Possession of or ability to obtain a valid Florida driver license upon offer of employment with a driving record acceptable to the County Driving Policy and insurance program.

Knowledge, Abilities and Skills

• Must have good interpersonal and communication skills to deal with public.
• Outstanding project management and organizational skills.
• Excellent oral and written communication skills.
• Expertise in the use of MS Word, Excel, and Outlook is essential.
• Ability to read and interpret documents such as operating and maintenance instructions and procedure manuals.
• Ability to write routine reports and correspondence.
• Ability to speak effectively with employees of the organization.
• Ability to add, subtract, multiply, and divide using whole numbers, common fractions, and decimals.
• Ability to compute rate, ratio and percent and to interpret graphs.
• Ability to apply common sense understanding to carry out written and oral instructions. Ability to deal with problems involving concrete variables in standardized situations.
• Ability to type and use an electronic calculator.

PHYSICAL REQUIREMENTS/ENVIRONMENTAL CONDITIONS:
Work is primarily performed in an indoor, climate-controlled environment and has moderate exposure to disagreeable elements (e.g., irate customer, extreme noise, heat, odors, heights and/or dust).

This position requires stooping, crouching, walking, pulling, lifting, grasping, hearing, visual acuity (i.e. seeing up close, seeing far away, depth perception), kneeling, reaching, pushing, talking, standing, climbing, finger movement, repetitive motions. Frequent lifting 10 to 25 pounds; occasional lifting up to 50 lbs. Employee must be able to push or pull a loaded two-sided, six shelf book cart. Employee must occasionally retrieve library materials by climbing and/or reaching to top shelves of standard 84” library shelving and stooping to floor-level shelves of library shelving and bottom drawers of file cabinets.