Library Administrative Assistant

Midland County; Midland (TX); On-site; USD 45,000 - 70,000; Full time

Job summary

Midland County is seeking an Administrative Coordinator to organize and oversee the Midland County Public Libraries and the Law Library administration. The role ensures operational effectiveness, streamlines procedures, and supervises staff across locations.

You will handle financial reporting, budgeting, and data analysis, while coordinating procurement, travel, and accounts payable for grant-funded projects. Strong communication and confidentiality are essential.

Qualifications

• Associate degree in office technology or similar field with 3 years’ experience in an administrative position; or High school diploma or its equivalent plus 5 years of clerical, secretarial, or office experience, which provides the required knowledge, skills, and abilities.
• Must have valid Texas driver’s license, provide proof of insurance, and have adequate transportation.
• Knowledge of accounting practices, bookkeeping, library accounting, and budget policies and procedures, including the ability to collect, organize and analyze data to support planning and budgeting.
• Knowledge of Microsoft office and other relevant software and applies it to work assignments especially Word, Excel, Outlook, and Adobe. Excellent typing and data entry skills.

Responsibilities

• Organizes and coordinates Midland County Public Libraries and the Law Library administration and procedures to ensure organizational effectiveness, efficiency, and safety.
• Develops intra-office communication protocols, streamlines administrative procedures, inventory control, office staff supervision and task delegation.
• Provides administrative support to Administration Team as needed, provides general office support with a variety of clerical activities and related tasks.
• Supports staff by providing information, educational opportunities, and experiential growth opportunities. Updates administrative systems to make them more efficient.
• Performs analytic and query work, as well as compiles reports based on data. Creates and maintains files and databases to enhance efficiency and productivity.

Skills

Professionalism

Confidentiality

Communication

Problem-solving

Initiative

Independence

Organization

Customer service

Education

Associate degree in office tech

High school diploma

Tools

Microsoft Office

Excel

Outlook

Adobe

Job description

Organizes and coordinates Midland County Public Libraries and the Law Library administration and procedures, to ensure organizational effectiveness, efficiency, and safety. Responsible for developing intra-office communication protocols, streamlining administrative procedures, inventory control, office staff supervision and task delegation. Provides administrative support to Administration Team as needed, provides general office support with a variety of clerical activities and related tasks.includes the following. Other duties may be assigned.

• Works collaboratively and demonstrates a high level of professionalism and confidentiality to effectively interact with senior staff, external constituents, and all levels in the organization.
• Supports staff by providing information, educational opportunities, and experiential growth opportunities. Updates administrative systems to make them more efficient.
• Performs analytic and query work, as well as compiles reports based on data. Creates and maintains files and databases to enhance efficiency and productivity. Completes and audits monthly reports and records for discrepancies and reconcile issues as appropriate.
• Liaises between the Library Director’s office and customers, vendors, internal groups/managers and is the primary point of contact for internal and external constituencies.Communicates with persons outside of the organization and represents the organization in a professional manner to the public and external sources.
• Reconciles and generates financial reports for grant reports and assists in database entry and monthly/quarterly reconciliations. Reports financials to County Auditor.
• Maintains organized records of financial documents with aid of shared drives, databases, and filing systems for efficient retrieval and reporting to foundation and granting agencies.
• Monitors and appropriates revenue funds, such as donations, grants, and operating revenue.
• Coordinates and transmits all related accounts payable for grant and foundation funded projects including but not limited to purchase orders, travel arrangements and reimbursement, award payments honoraria, individual payment forms, and contractual service forms.
• Creates requisitions, purchase orders, and reports. Monitors expenditures and budgets. Maintains and updates financial records for document retention; prepares financial reports for monitoring each department’s expenditures and budget balances. Maintains archival accounting files and personnel records.
• Supervises and approves office supply orders for all locations. Chooses standard office supplies and negotiate pricing with suppliers to drive towards annual cost savings goals.
• Assists with budget process, establishes accounting numbers, and obtains quotes. Collects and organizes financial data for projection and preparation of the public library budget and the law library budget.
• Monitors all library staff attendance reporting; prepares and submits personnel action forms to County Treasurer’s Office, as needed.
• Monitors housekeeping/maintenance services; identifies and reports facilities and information technology problems to the proper personnel.
• Compiles and maintains reports and spreadsheets of library activities for library annual report.
• Monitors and submits library agenda items for Commissioners’ Court needs in a timely manner.
• Participates in the development of operating policies and procedures, and in the near-term and long-range planning of library services, through the collection, organization, analysis, and interpretation of data andinformation.
• Collects and composes information needed for reporting, projects, memorandums, and other correspondences. Documents information, take minutes at meetings, create agendas, notices, and memos, and distribute accordingly. Composes and prepares correspondence that is often confidential.
• Manages the schedule/calendar of the Library Director including setting appointments; prepare annual calendar; prioritize meetings and arrangements. Manages travel arrangements, registration and accommodations for conferences, trainings, etc., for staff, speakers, and performers. Provides input to organizational travel policy.
• Regular and timely attendance is required.

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Associate ’s degree in office technology or similar field with 3 years’ experience in an administrative position; or High school diploma or its equivalent plus 5 years of clerical, secretarial, or office experience; or any equivalent combination of education and experience, which provides the required knowledge, skills, and abilities. Familiarity with bookkeeping, general business practices, and/or library operations.

Must have valid Texas driver’s license, provide proof of insurance, and have adequate transportation.

• Knowledge of accounting practices, bookkeeping, library accounting, and budget policies and procedures, including the ability to collect, organize and analyze data to support planning and budgeting.
• Knowledge of organization and library policies and practices, including knowledge of library operations.
• Knowledge of human resource and payroll policies and procedures.
• Knowledge of Microsoft office and other relevant software and applies it to work assignments especially Word, Excel, Outlook, and Adobe. Excellent typing and data entry skills.
• Knowledge of standard office procedures and protocols, including spelling, basic arithmetic, alphabetical and numerical filing, customer service, phone and email etiquette, and recordkeeping practices and procedures.
• Demonstrate proactive approaches to problem-solving with strong decision-making capability.
• Demonstrate effective written and oral communication skills with a diverse group of associates, senior business leaders, and interact with individuals at all levels of the organization.
• Demonstrate initiative by identifying issues for managers/others. Demonstrate ability to influence others.
• Ability to work independently on projects, from conception to completion, and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion.
• Ability to operate standard office equipment, such as computers, multi-line phone, printers, shredders, printers, fax machine, and others.
• Ability to learn, implement, and execute County and library software programs and internet-based programs, and processes.
• Highly dependable, resourceful team player who exhibits a professional demeanor and emotional maturity.
• Forward looking thinker who actively seeks opportunities and proposes solutions.
• Excellent organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.
• Flexibility and openness in both hours available for work and the type of projects that the Administration Team may assign.