Administrative Assistant Job at Deep End Talent Strategies in Zionsville

At the Hussey-Mayfield Memorial Public Library, we are dedicated to enriching the lives of the communities in Zionsville and Whitestown, Indiana. Our team is at the forefront of library services, embracing modern technologies, creating innovative amenities, and delivering personalized, up-to-date programs. We foster collaboration, knowledge-sharing, and entertainment throughout our community. We are proud to be an Equal Opportunity Employer.Team members are assigned a “primary library location” to provide consistency for their day-to-day work-life. There will be times when team members are asked to assist at their non-primary location or at community events. This position's assigned primary library location is at the Zionsville Library.Position Overview :The Administrative Assistant at the Hussey Mayfield Memorial Public Library is a dynamic and multifaceted role designed to ensure effective and efficient workflow throughout the organization. This individual will act as a liaison to the library board; create board agendas and packets; record board meeting minutes; manage the use of conference rooms; coordinate with the community; process payroll; act as the purchasing agent for the library; maintain contact information for vendors; file documents; assist with onboarding staff; and provide executive support to the administrative staff.Key Responsibilities:Orders and distributes general office and programming supplies for library use; maintains inventories of office supplies; does off-site shopping as neededServe as the primary administrative contact for the library board, facilitating communication between the board and library staffPrepares agendas and packets of information for Library Board members for receipt before the monthly board meeting and sends them outAttends library board meetings and board committee meetings to record minutes; accurately transcribes minutes in proper format within a week after meetingPrepares outgoing mail from administration, opens all incoming library mail, and disseminates it.Maintains key list and issues keys to staff as appropriatePerforms computer and clerical support for administration, including word-processing documents/labels, creating spreadsheets, and data entry; helps compile information for reportsProvides support to the Executive Director, Board of TrusteesOversee and manage the scheduling, organization, and technological support for all meeting rooms, study rooms and conference rooms at both branchesAssists with event preparation and set upProvides prompt, attentive, friendly service to customers and staff in person and by phoneAssists with onboarding staff and liaison with PEOMaintains reliable attendance by arriving to work as scheduled and on timeReads and responds to library email in a timely mannerPerforms other duties as assigned** Knowledge, Skills and Abilities **Intermediate to advanced Microsoft Word, Excel, and PowerPoint skills required.Advanced interpersonal skills with the ability to maintain positive relationships with colleagues, leadership, vendors, partners, patrons, and community membersProficient at general office skills including filing, answering phones, and accurate record-keepingExcellent interpersonal skills and public service skillsExcellent written, verbal, and presentation communication skills.Ability to meet task and project deadlines by working efficiently, multi-tasking, and prioritizing assignmentsExcellent organizational and time-management skillsAbility to interact harmoniously with staff and customersAbility to appropriately handle sensitive information, with discretion and confidentialityAbility to appropriately interpret and implement library policiesAbility to learn and apply proofreading methods to detailed informationAbility to work independently and efficiently, without direct supervisionFlexibility to vary regular work schedule, including evening and weekend hoursAbility to deal with change and work with and deal with ambiguityDriver's license and safe driving recordEducation and ExperiencePossess a high school diploma or general education degree [GED]Computer and clerical office work experienceKnowledge of and experience in Human Resources is preferredCustomer service work experience preferredPhysical and Environmental ConditionsThis position requires physical demands, including reading, writing, maintaining hand-eye coordination, standing, sitting, walking, bending, crawling, climbing, pushing, pulling, and lifting items weighing 15-20 pounds.