Administrative & Finance Assistant (Full-Time)

Glenview Public Library; Glenview (IL); On-site; USD 29,000 - 33,000; Full time

Benefits offered by this job

Health insurance

Dental insurance

Vision insurance

Life insurance

IMRF pension program

Paid time off

Job summary

Glenview Public Library is seeking an Administrative & Finance Assistant to support the Library's administrative and financial operations. You will handle cash, invoicing, scheduling, and vendor records under the Business & Finance Director.

The role requires strong organizational skills, attention to detail, and proficiency with Microsoft 365 and accounting software. A valid IL driver’s license is also expected.

Qualifications

• HS diploma or GED required; Bachelor's preferred.
• Two years of office/administrative and financial transactions experience.
• Cash handling, invoicing, and basic financial recordkeeping experience preferred.

Responsibilities

• Balance daily cash receipts and prepare weekly deposits.
• Schedule meeting rooms and manage library program calendars.
• Process invoices and generate Accounts Payable reports monthly.
• Maintain vendor records and issue warrant checks to vendors.
• Provide admin support to the Business & Finance Director and HR Coordinator.

Skills

Cash handling

Accounts payable

Recordkeeping

Microsoft 365

Education

High school diploma or GED

Bachelor's degree preferred

Tools

Excel

Adobe Acrobat Pro

Accounting software

Job description

Description

Are you passionate about supporting accounting and finance functions in a vibrant, community-focused environment?

Are you known for your exceptional organizational skills and attention to detail?

Do you like being at the heart of an organization ensuring everything functions like a well-oiled machine?

Are you looking to work at a service-focused library dedicated to connecting the community to knowledge, ideas, and information in meaningful and impactful ways?

If so, consider coming to work with us as an Administrative & Finance Assistant and join our Administrative/Business office team.

Under the supervision of the Business & Finance Director, the Administrative & Finance Assistant provides administrative and financial support for Library operations, including meeting room scheduling, invoice processing, cash handling and deposits, vendor records, purchasing, and general administrative functions.

The pay range for this position is $21-$24 per hour.

We offer a comprehensive benefits package including health, dental, vision, life insurance, IMRF pension program, paid time off, as well as other related benefits.

Essential Functions and Responsibilities of this position include:

• Balancing daily cash receipts, maintaining the daily cash box and petty cash, and preparing weekly bank deposits.
• Maintaining the Library’s digital calendar and schedules meeting room reservations for Library-sponsored programs, community groups, and organizations.
• Resolving meeting room scheduling conflicts and communicating applicable policies, procedures, and requirements.
• Organizing and entering invoices and preparing Accounts Payable warrant reports each month.
• Processing and mailing warrant checks to vendors and maintaining vendor records and files.
• Providing administrative assistance to the Business & Finance Director and Human Resources Coordinator.

Education/Experience/Qualifications

• High school diploma or GED required. Bachelors preferred.
• Two years of office, administrative, banking, bookkeeping, accounts payable, or similar experience involving financial transactions and recordkeeping.
• Experience handling cash, reconciling transactions, processing payments or invoices, or performing similar financial functions preferred.
• Valid Illinois driver’s license, access to a personal vehicle, and proof of current automobile insurance required.

Knowledge, Skills, and Abilities

• Strong interpersonal and communication skills, including the ability to explain policies and procedures clearly and professionally.
• Ability to perform financial and administrative tasks accurately, including cash handling, invoice processing, and recordkeeping.
• Proficiency with Microsoft 365, Adobe Acrobat Pro, and accounting and financial management software.
• Strong organizational and time-management skills, with the ability to work independently, manage multiple priorities, and meet deadlines.
• Adaptable to changes in existing practices, library routines, and workflows.
• Ability to grasp, push, pull objects such as files, file cabinet drawers, carts, and ability to reach overhead.
• Ability to lift up to 25 lbs. on an occasional basis.

Decisions and criteria governing the employment relationship with all employees at the Glenview Public Library are made in a non-discriminatory manner, without regard to race, color, religion, actual or perceived sex, gender, national origin, citizenship status, ancestry, sexual orientation or sexual preference, gender identity, age, marital status, pregnancy status, physical or mental disability (unrelated to an individual's ability to perform the essential functions of the job either with or without a reasonable accommodation), association with a person with a disability, unfavorable discharge from military service or military status, genetic information, or any other category protected by state, federal or local law.