Administrative Assistant

Make your mark as our Administrative Assistant

POSITION SUMMARY:

Are you enthusiastic about fostering community engagement through the power of libraries? Do you thrive in dynamic environments where every day presents a new opportunity to make a positive impact? If so, we have the perfect role for you!

The Bracebridge Library is seeking a dynamic and organized individual to join our team as a part-time Administrative Assistant. As we prepare to make the move to the state-of-the-art Coulson Family Bracebridge Library at the Muskoka Lumber Community Centre, we are looking for the right person to help enhance the services we provide.

Reporting directly to the CEO & Chief Librarian, the Administrative Assistant is an organizational guru able to thrive in a rapidly changing environment. This person is required to complete administrative, financial, clerical and reception duties to support the CEO & Chief Librarian, Library Board and Library staff.

CORE DUTIES AND RESPONSIBILITIES:

1. Provide secretarial and reception services for the Library.

2. Provide exceptional front-line customer service on the phone as a backup to the circulation desk.

3. Establishes and maintains an effective electronic filing system. Manage records within the filing system and follow retention periods as per Library policy.

4. Converts outstanding paper filing system to electronic records.

5. Works with the Library management team to establish a procedure for how booking requests will be received and managed online and in person.

6. Acts as the primary contact and administrator for Library room bookings, including handling general inquiries, managing schedules, taking payments, ensuring reservation requirements are met, etc.

7. Respond to public inquiries or redirect to the appropriate department or agency.

8. Responds to external and internal emails in a timely manner and provides email updates to staff as directed.

9. Maintains an accurate inventory of office supplies and prepares orders for approval by the CEO.

10. Accepts staff purchase requests, submits them for approval, and places orders as directed.

11. Receives, prepares, and distributes all incoming and outgoing mail.

12. Provides support to the CEO and Chief Librarian: performs various clerical duties such as the preparation of correspondence, memos, and directories; maintains and updates procedures and manuals; distributes, circulates, locates, and posts information, photocopies, scans, completes forms and performs other administrative functions, etc.

13. Operates and maintains office equipment, assists in times of error, and contacts the equipment’s external technical support as required.

14. Draft letters and paperwork as required for sponsorships, vendors, donors, etc.

15. Records, distributes, and maintains staff and Board meeting minutes.

16. Assists with Library event planning as requested.

17. Prepares and codes accounts payable invoices and purchase orders weekly, with input into budget software as needed while keeping an accurate account of outstanding invoices, statements, and billing.

18. Review staff expense forms for accuracy.

19. Collaborates with the Town of Bracebridge Finance Department to ensure timely payment of all invoices.

20. Communicates with vendors as directed by the CEO.

21. Manages and processes in-house cash flow, including completing monthly balances to ensure cash intake is balanced. Finalize cash receipting process through iCity to finalize the balance and then submit to select bank for processing.

22. Collects coin-operated machine collection bins to be calculated and included in the monthly balance.

23. Prepare documents for the CEO, management team and/or Board – as directed by the CEO.

24. Assists with grant applications, including researching and compiling supporting documentation for grants.

25. Tracks donated money to ensure deposit to appropriate accounts and supply appropriate tax receipts

26. Monitors repairs needed for the facility and reports and/or requests repairs as required.

27. Send emails through the website for programs a week in advance as a reminder.

28. Provides assistance in the creation of schedules as directed by the CEO.

29. Performs other duties as required to support library operations.

QUALIFICATIONS REQUIRED:

1. Ontario Secondary School Diploma, or equivalent. Secretarial/administrative education would be considered an asset.

2. Minimum one year of progressive, related experience in a library or municipal office setting or related field.

3. Excellent working knowledge of Microsoft Office software applications including Excel, PowerPoint, Word, and Outlook.

4. Well-versed in Adobe PDF and a thorough understanding of how to manipulate documents.

5. Excellent written and verbal communication, administrative, organizational, analytical, problem-solving, research, and time management skills with the ability to prepare written reports and correspondence.

6. Strong work ethic with the ability to work independently, under pressure and with keen attention to detail.

7. Excellent interpersonal skills, including the ability to work effectively in a team environment and to exhibit courtesy, tact, and diplomacy in dealing with the public, Town officials, Board members and other members of staff. Ability to always adhere to confidentiality requirements.

8. Possess the physical ability to perform the essential duties of the job.

9. Competence in prioritizing and managing multiple projects/deadlines.

10. Ability to provide an acceptable current criminal reference check.

11. Demonstrated commitment to continuous professional development.

12. Knowledge of budget software, iCity, SirsiDynix Workflows, and SharePoint would be considered an asset.

PHYSICAL DEMANDS AND WORKING CONDITIONS:

1. Requirement for sufficient physical ability and mobility to work in an office setting and in a field environment.

2. Ability to sit for prolonged periods of time.

3. Required to view a computer screen for long periods of time.

4. Ability to routinely lift and move shipments in boxes up to 20 kg.

5. Ability to operate office equipment requiring repetitive hand movement and fine coordination including use of a computer keyboard.

6. Work is conducted near staff-used printer/fax/copier with frequent exposure to paper fibres and dust.

REPORTS TO: CEO & Chief Librarian

HOURS AND COMPENSATION:

Compensation: $24.12 - $27.14 per hour, commensurate with education & experience.

Total hours: Part-time: up to 28 hours per week. Monday to Friday, schedule may vary.

Occupational Health and Safety awareness training from the Ministry of Labour and WHMIS training will be required. A current criminal record check, with vulnerable sector clearance, will also be required for the successful candidate.

Closing: This posting will remain open until the position is filled. Review of applications will begin at 9:00am on Monday, January 29, 2024.

Start date: April 1, 2024

Please submit your cover letter and resume in print or via email to:

Bracebridge Library

94 Manitoba Street

Bracebridge, Ontario P1L 2B5

Attention: Crystal Bergstrome, CEO & Chief Librarian

E-Mail: careers@bracebridgelibrary.ca

Fax: (705) 645-6551

We thank all who apply, however, only those candidates selected for an interview will be contacted. No phone calls please. All personal information is collected under the authority of the Municipal Act, S.O. 2001, c. 25 and will be used to determine employment eligibility. The Bracebridge Library is an Equal Opportunity Employer and is committed to meeting its obligations under the Ontario Human Rights Code and the Accessibility for Ontarians with Disabilities Act. Questions regarding collection of information or accommodation should be directed to the Library CEO at 705-675-4171.

Job Type: Part-time

Salary: $24.12-$27.14 per hour

Expected hours: 28 per week

Benefits:

• Dental care
• Extended health care
• On-site parking
• Paid time off

Schedule:

• Monday to Friday
• Weekends as needed

Education:

• Secondary School (preferred)

Experience:

• Administrative: 1 year (preferred)
• Library or Municipal: 1 year (preferred)

Ability to Commute:

• Bracebridge, ON P1L 2B5 (required)

Work Location: In person