Administrative Assistant

Illinois; Lake Forest (IL); On-site; USD 28,000 - 35,000; Part time

Benefits offered by this job

Paid time off

Holiday pay

Sick leave

Vacation time

Job summary

Lake Forest Library in Lake Forest, IL, is seeking a part-time Administrative Assistant who will support the Executive Director, Assistant Director and Business Manager. The role requires strong organization, ability to work independently, and cheerful direction-taking in a public setting.

Responsibilities include managing calendars, room reservations, correspondence, minutes, and meeting materials; directing callers and visitors; supporting staff and committees; and handling FOIA requests while

Qualifications

• Bachelor's degree in a related field or an equivalent combination of education and relevant work experience.
• Minimum 3 years of work experience in a related job or field.
• Fast-paced, technology-based environment experience with staff and patrons.
• Budget, statistical analysis, and report writing experience.
• Experience working in a public library setting and knowledge of Library Board processes.

Responsibilities

• Assist the Executive Director, Assistant Director and Business Manager with administrative tasks
• Complete room reservations and calendar invites for assigned meetings
• Perform other duties as may be assigned by the Executive Director
• Prepare and process correspondence, reports, agendas, minutes, and meeting materials for the Director, Board, and specified committees
• Direct callers/visitors, manage calendars, and coordinate appointments
• Provide clerical support for library staff and committees, including research and data gathering
• Organizing and filing documents (paper and electronic)
• Assist with FOIA and other information requests
• Regular interaction with staff, patrons, and community members
• Follow records retention best practices
• Professional interaction with staff, patrons, and community members

Skills

Communication skills

Office software

Detail orientation

Professional demeanor

Interpersonal skills

Problem solving

Confidential information handling

Education

Bachelor's degree in related field

Tools

Microsoft Office

SharePoint

Job description

Lake Forest Library is seeking a part-time Administrative Assistant. Located along the shore of Lake Michigan and part of the Chicago metropolitan area and the North Shore, Lake Forest is renowned for its history and beauty. The library's mission positions it as the cornerstone of literacy in our community, where everyone is respected and free to pursue a lifelong love of reading and learning.

The successful candidate will be committed to providing excellent service to the Executive Director, Assistant Director and the Business Manager. The position requires someone with strong organizational skills who can cheerfully take direction as well as work effectively independently.

If you would like to work on a collaborative team and to support library staff in their goals, we welcome your application.

• Assist the Executive Director, Assistant Director and Business Manager with administrative tasks
• Complete room reservations and calendar invites for assigned meetings
• Perform other duties as may be assigned by the Executive Director
• Prepare and process correspondence, reports, agendas, minutes, and meeting materials for the Director, Board, and specified committees
• Direct callers/visitors, manage calendars, and coordinate appointments
• Provide clerical support for library staff and committees, including research and data gathering
• Organizing and filing documents (paper and electronic)
• Assist with FOIA and other information requests
• Regular interaction with staff, patrons, and community members
• Follow records retention best practices
• Professional interaction with staff, patrons, and community members

Knowledge/Skills/Abilities

• Excellent written and oral communication, grammar, and proofreading skills
• Proficiency with Microsoft Office, SharePoint, fax, copier, and other office equipment
• Strong attention to detail, organizational skills, and ability to prioritize tasks
• Professional demeanor, discretion, and adaptability in a public setting
• Strong interpersonal skills to work effectively with individuals of diverse cultures, communication styles, abilities, and backgrounds
• Proactive self-starter with strong analytical skills and problem-solving abilities
• Discretion and the ability to appropriately manage confidential information

Education and Other Requirements

• Bachelor's degree in a related field or an equivalent combination of education and relevant work experience
• Minimum 3 years of work experience in a related job or field
• Demonstrated ability to work in a fast-paced, technology-based environment with staff and patrons
• Computer skills and knowledge of the Internet
• Budget, statistical analysis, and report writing experience
• Experience working in a public library setting
• Knowledge of Library Board processes

Paid time off including designated holidays, sick and vacation time

Other Information

Lake Forest Library is an Equal Opportunity Employer

Location

Lake Forest Library, Lake County

Hours

Part-time (18 hours per week). Must be able to work on Fridays and the third Tuesday night of every month. Other hours are flexible.

$20.25 - 25.25 per hour hiring range, depending on qualifications, experience, and internal pay equity