Executive Assistant to the Library Director

Primary Purpose

Administrative and financial duties assisting the Director with the daily operations and administration of the department; Performs a wide range of complex administrative duties that require general knowledge of Library practices and procedures. Performs all other related duties, as required.

Essential Duties and Responsibilities

The essential functions or duties listed below are illustrations of the type of work that is performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position.

Acts as confidential assistant to the Library Director; performs complex administrative, clerical and office duties. May assist other Administrative Office staff, the Assistant Director, Assistant Director of Technology, Business Manager, staff and Trustees, with complex administrative matters on a day to day basis.

Schedules all appointments for the Library Director; prepares Events Calendar Review, oversight and scheduling of meeting room applications; Process monetary donations made to the library, prepare deposits and send acknowledgments.

Assists the staff, the public and other departments in the furnishing of information and the resolution of problems; suggests alternative courses of action; researches questions; handles unusual or difficult situations.

Prepares on-boarding and off-boarding documents for all full-time, part-time, temporary employees as well as volunteers and interns; including training on office processes, procedures and time and attendance matters. Maintains accruals and processes payroll and other personnel actions for all such employees, volunteers and interns; calculates time for part-time employees; obtains information from branch libraries; enters data; distributes checks and/or pays advisories. Create, activate, and deactivate employee badges.

Approves requested time off in absence of the Assistant Director; provides Director with regular reports, including sick leave usage report.

Answers all incoming calls and emails to the Administration Office from the public, staff, Board of Library Trustees, and department inquiries; monitor and update messages on the call out line.

Distributes incoming mail and prepares outgoing and internal correspondence regarding sensitive matters such as personnel and labor relations matters, grants, committee meetings, and union issues from the Library Director; Answers and screens telephone calls; makes referrals and provides assistance and information.

Responsible for preparing and maintaining all files in the office of the Library Director including disciplinary records, internal investigations, and other confidential materials.

Accounts for daily cash receipts and prepares cash draw; prepares daily cash transfer to the Treasurer's office; accounts for cash received from branches.

Attends monthly Board meeting/posts Trustees and assorted Trustee committee and subcommittee meetings on the Town calendar; records/prepares/distributes and posts agendas and minutes on the Town calendar; prepares minutes and any additional requested reports for Trustees' meetings.

Performs additional duties in the absence of other staff; including coverage for Circulation Department, and Business Manager.

Performs similar or related work as directed, required, or as situation dictates.

Supervision

Works under the general direction of the Library Director; duties are performed in accordance with established methods and procedures ; Works independently to complete assignments according to prescribed time schedules, responsible to advice and resolve problems of other staff regarding administrative policies or procedures; unusual situations are referred to supervisors. Job functions require the exercise of judgment and a broad knowledge of department executive and administrative operations.

Work Environment

Performs work in office conditions; the nature and volume of work vary according to both scheduled and unplanned events; occasional night and/or weekend work is required. The employee operates standard office equipment including computer technologies. The employee has ongoing contact with the public, vendors, representatives of outside organizations, Library Trustees, Friends of the Library, Brookline Library Foundation, and other Town and State officials and town departments to provide and obtain information, primarily pertaining to Library issues. The employee is required to use discretion in maintaining and using confidential information, including payroll and personnel files, personnel actions, legal proceedings and collective bargaining negotiations. Errors could have significant financial, legal or public relations repercussions.