Southwest Area Multicounty Multitype Interlibrary Exchange (SAMMIE) seeks an administrative assistant to work 10 – 20 hours per week. Hours are somewhat flexible.
Full job description is below.
To apply, email cover letter, resume and contact information for 3 references to:
Shelly Grace, Executive Director
SAMMIE
Southwest Area Multicounty Multitype Interlibrary Exchange
SMSU McFarland Library
1501 State Street
Marshall, MN 56258-0000
507-532-9013
www.sammie.org
Position Description
Administrative Assistant
Part time position, up to 28 hours per week. Need flexibility in scheduling, as there are times when more hours may be needed in a week and other times when less is needed. Anticipate an occasional need for evening and weekend hours.
A. Purpose of Position
Under the supervision of the SAMMIE Executive Director provides secretarial, administrative, and organizational support to the Governing Board, Executive Director and SAMMIE membership. Responsible for the operation of the office when the Executive Director is absent.
B. Duties and Responsibilities
a. Management Functions/Coordination and Compliance
1. Design, update, implement and monitor physical filing systems (i.e. correspondence, reports, and other relevant documents).
2. Assist the Executive Director in the design, implementation, and maintenance of a Standard Operating Procedures (SOP) manual for essential office functions/activities.
3. Update the SAMMIE member directory on a regular basis.
4. Analyze and monitor internal processes on a scheduled basis.
5. Monitor and prepare program/project outcomes and costs data for use by the Executive Director for assessment, review and compilation of other reports as necessary.
6. Assist with financial record keeping, preparing bills, processing checks, tracking bank accounts and investments, annual audit preparation, and working with contracted financial services.
7. Prepare agenda mailings for Governing Board and other meetings.
8. Attend meetings and keep minutes.
9. Research vendors for pricing and delivery options and provide recommendations to the Executive Director.
10. Assist with the ongoing maintenance and updating of the SAMMIE website.
11. Manage maintenance agreements, service contracts and insurance policies.
b. Secretarial/Clerical
1. Assist with updating database files and other electronic files.
2. Perform electronic mail functions as directed and provide word processing.
3. Assist with answering phones and manage messages.
4. Process physical mailings.
5. Assist in the design, creation, and publishing of SAMMIE brochures, newsletter, posters, and other types of publications.
6. Maintain filing system and file correspondence, reports and other relevant documents.
7. Assist in proof reading materials as assigned.
8. Prepare reports as assigned.
9. Assist in execution of SAMMIE meetings and other events.
10. Maintain office supplies list and present for ordering based on need.
11. Maintain and update SAMMIE’s inventory as necessary
c. General Duties
1. Ensure security and confidentiality of data.
2. Suggest procedural and policy changes to improve operational efficiency as noted.
3. Work with SAMMIE Executive Director and staff on ongoing execution and goal completion of the SAMMIE Strategic Plan.
4. Handle member inquiries and complaints as directed by the Executive Director.
5. Troubleshoot computer and systems problems while acting as liaison with IT Specialists to resolve problems.
6. Attend workshops/conferences pertinent to position.
b. Other duties as assigned
C. Qualifications
a. Required:
1. High School diploma or equivalent.
2. Minimum of three years working in an office setting.
3. Training and/or experience with and an interest in libraries.
4. Training and/or experience in computer technology.
5. Good written and oral communication skills.
6. Must be able to operate and care for office equipment, such as computer, photocopier, telephone system, fax machine, etc.
7. Working knowledge of computer software programs, including, but not limited to:
a. Microsoft Office Suite (Word, Access, Publisher, Excel, PowerPoint)
b. Adobe Acrobat
b. Preferred
1. Some post-secondary education.
2. Knowledge of the following:
a. Accounting, data, and administrative management practices and procedures.
b. Clerical practices and procedures.
c. Business and management principles.
c. Other
1. Need to have personal transportation available for running errands or attending meetings if needed.
SAMMIE is an affirmative action, equal-opportunity employer.