Library Administrative Office Manager

City: Lake City, FLZipcode: 32055

MAJOR FUNCTION: This is responsible supervisory and administrative support work. An
employee assigned to this classification is responsible for the smooth day-to-day operation of the
library administrative office. Functions are diverse and require independent judgment to solve
problems in compliance with established policies. Responsibilities include oversight of
departmental purchasing, bookkeeping and payroll activities as well as complex clerical tasks.
Work is performed under the supervision of the Library Director or Assistant Director.

KNOWLEDGE, SKILLS AND ABILITIES: Knowledge of modern business operations,
including computers, software and standard office and library equipment. Knowledge of
principles of supervision and business management. Knowledge of alphabetical, numerical and
library filing systems. Time management skills as essential to setting priorities and maintaining
productivity of self and others. Ability to work without close supervision and to meet multiple
deadlines. Ability to evaluate situations, to solve problems and to make decisions within the
framework of established policies and procedures. Ability to work as part of a team and to
demonstrate loyalty, poise and tact in difficult situations as needed to deal effectively with co-
workers and the public. Ability to handle details accurately and to prepare accurate written
reports and other documents. Ability to follow oral and written instructions and to relay
instructions or information to others. Ability to prepare manuals for in-house computer software
programs. Broad base of office skills. Ability to type 50 correct words per minute.

ESSENTIAL FUNCTIONS:
Oversees the coordination of administrative tasks related to public library operations.
Manages routine office functions including purchasing, bookkeeping, payroll and mailings,
occasional bank deposits, monitoring expenditures, and recommending action as needed.
Supervises designated clerical staff, providing training as needed, assigning tasks and
monitoring work to ensure accuracy.
Compiles and organizes data for administrative decisions and produces documents and reports
using word processing, spreadsheet, database and desktop publishing software.
Provides administrative support for Library Director, Assistant Director and Friends of the
Library and fields telephone calls to administrative office.
Keeps library management informed of progress and of potential problems.
Maintains adequate supplies, preparing orders and dealing with vendors to ensure timely receipt
of proper materials.
Monitors purchasing process including preparing purchase orders, placing approved orders,
verifying deliveries, processing invoices and resolving problems.
Maintains confidential personnel and other departmental files.
Schedules groups requesting use of library meeting facilities.
Maintains departmental inventory records and occasionally arranges repair of equipment.
Participates in orientation of new employees.
Maintains Friends of the Library documents, prepares reimbursement reports, publishes their
quarterly newsletter and occasionally assists in preparing the book sales report.

NON ESSENTIAL FUNCTIONS:
Occasionally represents library administration to governmental or community groups.
Delivers materials or equipment using library vehicle or personal vehicle.
Assists with other areas of library operations, such as circulation or technical services.
Delivers to and retrieves from the bank library automation system back-up tapes once a week.
Performs related work as required.

WORK ENVIRONMENT:
Office/Library environment.

CUSTOMER SERVICE:
Frequent contacts with departmental staff, other county staff, vendors and the general public,
both in person and by telephone.

HOURS: 40 hours per week, may occasionally include some evening and weekend hours.