Administrative Assistant

Illinois; Carol Stream (IL); On-site; USD 30,000 - 34,000; Full time

Benefits offered by this job

IMRF pension

Health insurance

Dental insurance

Vision insurance

Flexible spending accounts

Retirement investment fund

Life insurance

Paid time off

Job summary

Carol Stream Public Library in DuPage County seeks a full-time Admin/Finance Assistant to support management and administration in invoicing, bookkeeping, and financial record-keeping. Typical hours are Monday–Friday, with one monthly evening Board meeting shift.

The role requires an Associates degree, at least two years of office and bookkeeping experience, and familiarity with QuickBooks and MS Office. Benefits include health, dental, vision, retirement, and PTO.

Qualifications

• Associates Degree or equivalent required.
• Two years general office experience required.
• Two years bookkeeping experience preferred.
• Experience working in a Library setting preferred.

Responsibilities

• Reconciles cash receipts and maintains cash banks; prepares deposits and reports for monthly financials and Board meetings.
• Reconciles credit card statements and purchases by Library staff.
• Processes invoices, issues AP checks, and records paid invoices for materials in the ILS.
• Maintains vendor files; supports year-end processes and audit activities; assists with hiring/onboarding.
• Coordinates events and staff activities; chairs Staff Social Committee; handles mail distribution.

Skills

QuickBooks

Cash handling

Microsoft Office

Communication skills

Attention to detail

Education

Associates Degree or equivalent

Tools

Microsoft Office

Job description

Supports the Management Team and Administration staff in the business and financial operations of the Library by performing a variety of administrative duties including invoicing, bookkeeping, financial statements, and record retention. The schedule is typically Monday through Friday from 9:00AM to 5:00PM, with one evening shift scheduled on the third Wednesday of every month to attend the Library Board of Trustees meeting.

Full-time employees are enrolled in an IMRF pension plan; eligible to enroll in benefits including health insurance (80% CSPL funded), dental (employee-only coverage paid for 100% by CSPL), and vision insurance; an optional retirement investment fund (pre‑tax and Roth options), and flexible spending accounts. Full-time employees receive life insurance coverage of $30,000 and have an option to also enroll in supplemental life insurance. Paid time off accruals for full‑time employees include 7 paid holidays, 3 Personal days, 2 Floating Holidays, 3 weeks of accrued Vacation, and 12 days of annually accrued Sick time.

Essential Job Duties and Responsibilities:

• Reconciles cash receipts, maintains cash banks at established levels, prepares and makes regular deposits, and maintains records for supporting documentation for monthly financial reports and Board of Trustees meetings
• Reconciles credit card statements and purchases made by Library staff
• Processes invoices, generates accounts payable checks, and records paid invoices for collection materials in the ILS
• Maintains vendor and administrative files; maintains and updates IDES contractor list; supports fiscal and calendar year end processes (such as audit fieldwork, 1099 preparation, etc.)
• Provides support to Administration during the hiring and onboarding process
• Assists Administration in the coordination of events such as staff in‑service days, appreciation dinners, and other employee wellness initiatives; chairs the Staff Social Committee
• Sorts and distributes mail
• Monitors and purchases office and café supplies; coordinates property disposal
• Interacts with vendors to answer questions and resolve account and billing discrepancies
• Maintains vestibule slat wall for community publicity
• Coordinates maintenance issues related to postage meter, vending machines, printers, and coin operation machine
• Assists in creating and updating documentation of Business Office processes and procedures
• Assists with the creation of the monthly board packet; attends Library Board meetings and records minutes
• Processes donation requests, honor books, staff anniversary gifts, etc.
• Performs other duties and projects as assigned

Education:

Associates Degree or equivalent

Experience:

• Two years general office experience required
• Two years bookkeeping experience preferred
• Experience working in a Library setting preferred

Knowledge, Skills and Abilities:

• Knowledge of QuickBooks accounting software and basic bookkeeping functions
• Knowledge of sorting/filing techniques and record retention policies and schedules to maintain accurate records
• Knowledge of administrative and clerical procedures and systems
• Strong numeric and cash handling ability including the skill to perform mathematical functions with a high degree of accuracy
• Ability to establish priorities and maintain accuracy and attention to detail when completing multiple assignments with daily interruptions
• Ability to perform duties with discretion and to treat all information, personnel details and library communications obtained with confidentiality and professional composure
• Works collaboratively as a member of a team and independently with minimal direction
• Strong verbal, written and electronic communication skills
• Proficient in using Microsoft Office, productivity software and operating in a PC, web‑based environment while adapting and learning changing software and technology with minimal instruction
• Applies basic problem‑solving to a variety of situations

Physical Requirements/Work Environment:

• Ability to lift and carry up to 20 pounds on occasion
• The work environment is an office‑like setting with a moderate noise level

Carol Stream Public Library, DuPage County

Hours

Monday to Friday 9:00AM - 5:00PM
One evening shift on the third Wednesday of every month to attend the Board of Trustees meeting.

$22.0 - $25.00 per hour, dependent on qualifications