SECRETARY – LIBRARY
POSITION DESCRIPTION

REPORTS TO:             University Librarian
LOCATION:                Seeley G. Mudd Library

PRIMARY RESPONSIBILITIES:
Will serve as an administrative assistant to the university librarian providing a variety of support services to all departments of the library.  Will serve as library’s primary budget monitor and liaison with Business Office for accounts other than books and periodicals and remote database access.

DUTIES:

  1. Audit, approve, and forward invoices to Business Office for payment.
  2. Monitor monthly budget reports and alert university librarian to any developing or potential budget problems.
  3. Reconcile budget expenditures/commitments and resolve any discrepancies.
  4. Record minutes of staff and librarians’ meetings.
  5. Manage library office including preparing or assisting in the preparation of official correspondence and other documents.
  6. Maintain all paper and electronic files and records.
  7. Maintain library travel budget spreadsheets.
  8. Responsible use of and accounting for library corporate credit card for authorized purchases.
  9. Maintain varied and detailed statistics regarding the library and complete surveys, questionnaires, inquiries, etc. received by the library as well as gather data from other departments to answer inquiries.
  10. Assist in organizing special events in the library.
  11. Coordinate student worker appreciation events for library student workers.
  12. Support the administrative needs of various library departments as needed.
  13. Design library signage and flyers as needed.
  14. Count public copier cash and record in spreadsheets weekly.
  15. Manage own workflow and schedule.
  16. Perform other similarly related duties as assigned.

SCHEDULE REQUIRED:
Monday through Friday, 8:00 a.m. to noon

WORKING RELATIONSHIPS:
Will work collaboratively with all members of the Lawrence community, the general public, and the library staff.  Will attend various training programs as necessary.

KNOWLEDGE AND SKILLS REQUIRED:

  1. Prefer 3-5 years previous secretarial/clerical experience with strong keyboarding skills (55-65 wpm).
  2. Strong knowledge of computer word processing and spreadsheet software.
  3. Must possess strong clerical skills with an appreciation for accuracy and attention to detail.
  4. Strong oral and written communication skills.
  5. Sensitivity to confidential information.

EMPLOYMENT REQUIREMENTS:

  1. Must have successful completion of criminal record check, driving record check (where applicable) and reference checks.

EQUIPMENT USED: