Administrative Assistant

VisionsHR; City of Poughkeepsie (NY); On-site; USD 35,000 - 55,000; Full time

Job summary

An established industry player is seeking an Administrative Assistant to provide vital support to their Executive Director. This role encompasses coordinating activities for the Board of Trustees, managing member information, and assisting with various office duties. Ideal candidates will possess strong organizational skills, proficiency in Microsoft Office Suite, and a commitment to excellent customer service. Join a collaborative environment where your contributions will enhance the library system's public image and operational efficiency. If you thrive in dynamic settings and enjoy making a positive impact, this opportunity is perfect for you!

Qualifications

• Ability to adjust to changes and manage competing demands effectively.
• Intermediate skills in Microsoft Office Suite and basic skills in WordPress.

Responsibilities

• Support for MHLS Board of Trustees and Directors Association.
• Assist in managing the Executive Director’s schedule and general office duties.

Skills

Microsoft Office Suite

Customer Service

Oral Communication

Written Communication

Adaptability

Education

Associate’s degree in Arts or Business

Tools

WordPress

Adobe Acrobat

Job description

Mid-Hudson Library System
Administrative Assistant

Summary: Provide assistance to the Executive Director by coordinating activities related to the MHLS Board of Trustees and Directors Association; event planning; maintenance of member information; creating and maintaining a favorable public image for the library system; and assistance with general office duties.

Essential Duties and Responsibilities include the following. Other duties may be assigned.

1. Support for MHLS Board of Trustees
2. Support for Directors Association (DA)
3. Management of Member Information
4. Online Calendar & Auditorium Booking
5. General Office Duties
6. Assist in managing the Executive Director’s schedule, including real-time scheduling support by booking appointments and avoiding conflicts
7. Produce and manage documents, presentations, worksheets, and charts using office productivity software
8. File and retrieve documents, records, and reports; maintain both hard copy and electronic filing systems as requested
9. Answer and transfer phone calls promptly and appropriately
10. Sort and distribute incoming mail and faxes
11. Greet visitors and facilitate access to staff
12. Prepare responses to routine inquiries and information requests
13. Perform clerical duties such as photocopying, faxing, mailing; assist with office equipment; recycle toner cartridges
14. Organize office supplies and notify purchasing when stock is low
15. Maintain coffee/tea supplies for auditorium and conference rooms
16. Participate in green/sustainable initiatives like recycling and energy conservation
17. Assist Business Office Staff with clerical tasks as needed

Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable accommodations may be made for individuals with disabilities.

• Adaptability: Adjusts to changes, manages competing demands, and handles unexpected events effectively.
• Computer Skills: Intermediate skills in Microsoft Office Suite (Word, Outlook, Access, Excel, PowerPoint); basic skills in WordPress; ability to create and edit PDFs in Adobe Acrobat.
• Customer Service: Handles difficult situations, responds promptly, seeks feedback, and meets commitments.
• Oral Communication: Communicates clearly, listens actively, participates in meetings, and presents effectively.
• Quality: Ensures accuracy, seeks improvement, applies feedback, and monitors own work for quality.
• Written Communication: Writes clearly, edits for grammar, varies style, presents data effectively, and interprets written information.

Education and Experience

Associate’s degree in Arts or Business or equivalent experience (e.g., two years related experience or training).

Certificates, Licenses, and Registrations

Notary Public

Other Skills and Abilities

Reliability, respectfulness, integrity, efficiency, responsibility, composure under pressure, organizational values, safety awareness.

Physical Demands

Primarily sitting, using hands, talking or hearing; occasional standing, walking, reaching.

Work Environment

Moderate noise level; accommodations available for disabilities.