Administrative Coordinator – Bernards Township Library

Pillar Libraries; Bernards Township (NJ); Hybrid; USD 42,000 - 62,000; Full time

Job summary

Pillar Libraries in New Jersey seeks an Administrative Coordinator to support the Library Director and administrative staff. You will handle HR-related tasks, coordinate staff events, and maintain records and reports for multiple departments.

The ideal candidate has 3–5 years in an executive office environment, strong communication skills, and proficiency with MS Office. This is a full-time, on-site role with a 35-hour workweek.

Qualifications

• Thorough knowledge of general office practices and records management.
• Experience with government or municipal processes is a plus.
• Proficient in MS Office, including spreadsheets and word processing.
• Strong written and verbal communication skills.
• Ability to organize, prioritize and work independently.

Responsibilities

• Provide administrative support to the Library Director and departments on routine and special projects.
• Assist HR and Finance with personnel functions and confidential information handling.
• Coordinate staff events and room reservations per policy.
• Prepare agendas and materials for Board of Trustees meetings and post updates.
• Maintain filing systems and prepare reports for annual and state reports.

Skills

Administrative support

HR coordination

Event planning

Data reporting

Customer service

Education

Bachelor's degree preferred

Tools

MS Office

Adobe Acrobat

Timekeeping software

Job description

JOB TITLE: Administrative Coordinator
DEPARTMENT: Library
DATE: 11/2026
REPORTS TO: Library Director
JOB STATUS: Regular/Full-Time
HOURS/WEEK: 35
SCHEDULE: Monday-Friday

SUMMARY:
Provides highly skilled and responsible work in the performance of a variety of administrative and clerical
tasks as directed by the Library Director. Coordinates administrative support services and related work as
required.

SUPERVISORY RESPONSIBILITIES:
Supervises part‑time Library Custodian.

WORKING CONDITIONS:
Work is performed in the Administration office.

ESSENTIAL FUNCTIONS:

• Provides administrative support to the Library Director on routine and special projects; assists Township
  Human Resources and Finance Departments with personnel functions requiring the handling of
  confidential and sensitive information.
• Performs a variety of HR‑related functions for Library staff, including onboarding and offboarding
  employees, processing changes in hours and schedules, and maintaining attendance records in the
  timekeeping system.
• Coordinates all staff events, including Staff Development Day, Holiday Party, and promotion and
  retirement celebrations.
• Coordinates scheduling and setup of program rooms for community group use; records reservations in
  the Library’s online calendar, ensuring compliance with Board of Trustees policy and avoiding conflicts
  with library programs.
• Demonstrates strong customer service skills to ascertain patron needs and direct patrons to the
  appropriate person or resource.
• Collects data and prepares administrative and informational reports in support of library circulation and
  collections statistics, cash deposit reconciliations, and Friends of the Library and directed donation
  purchases.
• Prepares agendas and compiles and distributes materials for monthly Board of Trustees meetings;
  disseminates pertinent materials to Library staff, the Township Administrator, and Township Committee
  members; posts approved agendas and minutes to the Township website.
• Works with the Board of Trustees and Director to update the Library’s Policy Manual as needed and
  disseminates new and revised policies to staff; updates staff job descriptions as directed.
• Prepares the annual Library Holiday and Closing Schedule in compliance with Township‑approved
  holiday closings and summer hours; disseminates to staff after Board approval.
• Prepares the annual Board of Trustees meeting schedule, ensuring compliance with the Township
  meetings calendar and avoiding conflicts with holiday closings; posts to Library and Township websites;
  and updates as directed by the Board President.
• Oversees the Library Custodian regarding program room setups, supplemental cleaning tasks, and
  small projects.
• Reviews and/or prepares routine and special correspondence, reports, and documents.
• Accepts monetary gifts to the Library; makes recommendations for purchases; writes letters of
  appreciation; and tracks spending, keeping the Library Director and supervisors informed of balances.
• Collects data from multiple sources and prepares information regarding staff and Board of Trustees
  related statistics for Annual Report to the NJ State Library (State Aid Report).
• Maintains paper and electronic filing systems in the Administration office in compliance with NJ records retention requirements.
• Prepares and submits required incident documentation to the appropriate Township departments, including “General Liability Notice of Occurrence/Claim” forms for patron injury incidents and “First Report of Injury” forms for staff injuries.
• Performs other related duties as assigned by the Library Director.

KNOWLEDGE, SKILLS AND ABILITIES:

• Thorough knowledge of general office practices, procedures, equipment, records management and
  administrative techniques.
• Knowledge of basic government budget and expenditure procedures.
• Strong computer skills, including proficiency in spreadsheet, word-processing and database software
  (MS Office, Adobe Acrobat) and timekeeping systems.
• Excellent interpersonal, communication, organizational and writing skills.
• Thorough knowledge of the organization and functions of the Library and its policies and practices.
• Ability to prepare clear, accurate and informative reports and correspondence from a variety of sources.
• Ability to organize, prioritize and perform work independently.
• Ability to establish and maintain effective working relationships with colleagues and the public.

EDUCATION, EXPERIENCE AND SPECIAL REQUIREMENTS
Education: Any combination of education and experience beyond the high school level, with considerable
work experience in administrative assistant functions.
Experience: Requires a minimum of 3-5 years’ experience in an executive office environment. Experience
working in municipal or local government preferred.
Special Requirements: A valid, appropriate driver’s license.

Pillar Libraries is a nonprofit alliance of more than 60 libraries in seven counties in New Jersey. We provide quality services, programs, learning platforms, cost‑sharing, and the technology framework to keep our member libraries running 24/7.