Library Administrative Assistant

Jobtailor; Dayton (OH); On-site; USD 42,000 - 62,000; Full time

Job summary

Jobtailor is seeking an Administrative Support Specialist to assist the Program Manager and government stakeholders in contract operations. The role involves budget tracking, financial reconciliations, and preparation of monthly and annual reports.

You will coordinate invoice submissions through government invoicing systems, maintain project files, and support procurement documentation and statistics. Strong MS Office and Adobe Acrobat skills are required.

Qualifications

• Must be a US citizen.
• High School diploma or GED with 3–5 years of administrative support experience.
• Proficient with office production software (MS Office).
• Knowledge of Adobe Acrobat and PDF document handling.
• Administrative and book-keeping experience, especially financial bookkeeping.
• Maintain diplomatic and professional relations with coworkers and others.
• Willingness to learn information technology and financial/reporting tools.

Responsibilities

• Provide administrative support to the Program Manager, project staff, and Government stakeholders to ensure contract operations.
• Assist with budget tracking, financial reconciliations, purchase documentation, and monthly/quarterly/annual financial reports for Government customers.
• Prepare and distribute monthly contract status reports, project metrics, meeting minutes, and contractual deliverables.
• Coordinate invoice preparation and submission through Government electronic invoicing systems.
• Maintain project files and records in accordance with Government and company policies.
• Coordinate meetings, travel, and logistics for project personnel; manage communications.

Skills

Budget tracking

Financial reconciliation

Contract management

Microsoft Office proficiency

Adobe Acrobat

Administrative support

Diplomatic relations

Professional communication

Records management

Education

High School diploma or GED

Tools

Adobe Acrobat

Microsoft Excel

Government invoicing systems

Job description

• Provide administrative support to the Program Manager, project staff, and Government stakeholders to ensure efficient contract operations.
• Assist with budget tracking, financial reconciliations, purchase documentation, and preparation of monthly, quarterly, semiannual, and annual financial reports supporting multiple Government customer organizations.
• Prepare, review, and distribute monthly contract status reports, project metrics, meeting minutes, correspondence, and other contractual deliverables.
• Coordinate invoice preparation and support submission through Government electronic invoicing systems.
• Maintain project files, financial records, correspondence, and administrative documentation in accordance with Government and company records management policies.
• Coordinate meetings, schedules, travel arrangements, customer communications, and logistics for project personnel.
• Assist with procurement documentation, vendor communications, purchase requests, subscription tracking, and administrative processing for library acquisitions.
• Monitor office supplies, Government-furnished property inventories, and administrative resources to support uninterrupted operations.
• Maintain spreadsheets, databases, dashboards, and tracking systems using Microsoft Office applications to support project management and financial oversight.
• Support contract transition activities, onboarding of new personnel, quality management documentation, and other special projects as assigned.
• Maintain confidentiality of Government information while ensuring compliance with applicable security, privacy, and contract requirements.

Requirements

• Must be a US citizen.
• Proficient in English.
• A High School diploma or a GED and at least 3-5 years’ experience providing administrative support.
• Proficiency with office production software.
• Knowledge of Adobe Acrobat and creation and manipulation of .pdf documents.
• Administrative and book-keeping experience, particularly financial book-keeping.
• Maintain diplomatic and professional relations with coworkers and others.
• Willingness to gain knowledge of information technology and financial/reporting tools.

Core Competencies

Demonstrates strong administrative support capabilities, including budget tracking, financial reconciliation, and contract management. Proficient in Microsoft Office applications and Adobe Acrobat for effective documentation and reporting.

Highest-signal resume keywords

• Budget Tracking
• Financial Reconciliation
• Contract Management
• Microsoft Office Proficiency
• Administrative Support

ATS Optimization Keywords

Hard Skills

• Financial Book-Keeping
• Office Production Software
• Document Creation and Manipulation
• Spreadsheet Management
• Database Management

Soft Skills

• Diplomatic Relations
• Professional Communication

Industry Keywords

• Records Management
• Government Contract Compliance
• Procurement Documentation
• Project Management
• Confidentiality

Tools & Technologies

• Adobe Acrobat
• Government Electronic Invoicing Systems