Administrative Coordinator (Library)

Salary Range: $46,441 - $74,769 (Exempt)

About the Role

This classification serves as the office manager for a large division or department, providing broad administrative support across all functions. The role requires a comprehensive understanding of techniques, information, methods, and organizational procedures, with moderate latitude for judgment and interpretation.

Responsibilities

• Leads and coordinates daily work activities of administrative support staff; organizes tasks, monitors work progress, and provides technical expertise and training.
• Serves as liaison between the department and other divisions, officials, the public, and outside agencies for routine information distribution and sensitive client relations.
• Acts as departmental human resources liaison: processes new employee paperwork, payroll documentation, timesheets, leave tracking, and maintains confidential personnel files.
• Provides administrative and secretarial support: screens communications, transcribes dictation, composes and edits documents, manages calendars, schedules meetings, and coordinates travel arrangements.
• Processes budget and financial documentation: reviews invoices, enters budget data, assists with budget preparation, monitors expenditures, reconciles payable records, and manages petty cash funds.
• Handles purchasing documentation: reviews requisitions, prepares purchase orders, obtains price quotes, verifies accuracy, and forwards for payment.
• Manages incoming and outgoing mail, packages, faxes, and documentation distribution.
• Performs customer service functions: provides information, responds to inquiries, resolves complaints, processes payments, and balances cash drawers.
• Provides administrative support for boards, committees, or meetings: prepares agendas, coordinates logistics, records minutes, and maintains official records.
• Maintains department webpage, social media, and online enrollment: uploads content, processes registrations, and assists customers with user accounts.
• Processes various operational documentation, enters data, compiles reports, and maintains records within designated timeframes.
• Maintains and organizes department files, scans records, shreds confidential documents, and ensures compliance with record retention guidelines.
• Maintains reference materials such as maps, directories, manuals, and procedures.
• Conducts research using department files, databases, and online resources.
• Monitors and manages inventory of department supplies and forms.

Requirements

• Associate degree in Office Administration or Office System Technology preferred.
• Five years of progressively responsible office administration, customer service, or records management experience (preferably in the public sector).
• Any equivalent combination of education, training, and experience which provides the requisite knowledge, skills, and abilities for this job.