Library Administrative Assistant

Sustainable Westborough; Westborough (MA); On-site; USD 31,000 - 35,000; Part time

Job summary

The Town of Westborough is seeking a part-time Library Administrative Assistant for the Westborough Public Library. The role focuses on financial processing, payroll coordination, and recordkeeping, with occasional customer service desk coverage.

The ideal candidate will have 1–3 years of administrative or bookkeeping experience, a high school diploma or GED, and proficiency with Google Suite and Microsoft Office. This public service position is nonunion with flexible hours.

Qualifications

• High school diploma or GED required.
• 1–3 years of administrative or bookkeeping experience preferred.
• Strong organizational and communication skills.

Responsibilities

• Prepare and submit invoices, purchase orders, and other financial transactions.
• Coordinate vendor payments, including program providers.
• Maintain and organize financial and administrative records; monitor expenditures against budget.
• Prepare and submit payroll; assist in personnel records management.
• Prepare public meeting postings and related documentation; may take minutes.
• Assist with planning and coordination of special events or meetings; may attend outside hours.
• Schedule internal meetings and coordinate staff calendars.
• Provide customer service, including occasional desk coverage.
• Assist in preparing statistical information and reports.

Tools

Google Sheets

Microsoft Excel

Job description

TOWN OF WESTBOROUGH MASSACHUSETTS

HUMAN RESOURCES TOWN HALL - 34 WEST MAIN STREET WESTBOROUGH, MA 01581-1998 TEL: [phone] FAX: [phone]

Part Time Library Administrative Assistant - Westborough Public Library

The Westborough Public Library is seeking applications from qualified individuals for the part-time position of Library Administrative Assistant. This position provides administrative support for the daily operations of the Westborough Public Library, with primary responsibilities including financial processing, payroll coordination, purchasing, recordkeeping, and meeting coordination. The position also provides occasional customer service desk coverage and may assist with special events and public meetings. This is an excellent opportunity for an organized and detail-oriented professional who enjoys meaningful public service and wants to play an important role in supporting library operations.

This is a part-time nonunion position, 12–16 hours per week. Schedule is generally Monday through Friday during regular business hours, with occasional evening or weekend hours for meetings or special events. Anticipated starting pay: $22.49 to $25.66 per hour based on demonstrated qualifications and experience (full range to $29.28/hour).

Applicants shall possess a high school diploma or general education degree (GED) and one to three years of administrative, accounting support, or bookkeeping experience; or an equivalent combination of education and experience. Experience in a municipal or public library setting is desirable but not required. Applicants must have strong organizational, computer, and customer service skills, including proficiency with Google Suite (Sheets) and Microsoft Office (especially Excel). The successful candidate will be detail-oriented, able to manage multiple priorities, maintain confidential information, and work effectively with Library staff, Town departments, vendors, and the public.

This posting is not meant to be inclusive of all job duties or requirements; please visit our Human Resources website for a complete job description.

SUMMARY

Performs diversified administrative duties to support the daily operations of the Library, with a focus on financial processing, payroll coordination, and recordkeeping. Requires regular interaction with the public, Library staff, and Town departments.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Prepare and submit invoices, purchase orders, and other financial transactions to the Finance Department for processing in accordance with Town procedures;

Coordinate vendor payments, including performers and program providers;

Maintain and organize financial and administrative records in accordance with statutory requirements; monitor expenditures against budget; review financial reports and assist with departmental budget tracking and reconciliation;

Prepare and submit the department’s bi-weekly payroll; assist in maintenance of Department records, including personnel attendance and time off records;

Prepare public meeting postings and related documentation; may prepare meeting minutes;

May assist with planning and coordination of special events or meetings; periodic attendance at events outside of scheduled work hours may be required;

Schedule internal meetings and coordinate staff calendars as directed;

Provide customer service as needed, including periodic coverage of the public service desk;

Assists in the preparation of statistical information and reports;

Supervisory Responsibilities: This job has no supervisory responsibilities.

EDUCATION AND/OR EXPERIENCE

High school diploma or GED required; 1–3 years of administrative or bookkeeping experience preferred.

LANGUAGE SKILLS

Ability to read and comprehend simple instructions, short correspondence, and memos; Ability to write simple correspondence; Ability to effectively present information in one-on-one and small group situations to customers, clients, and other employees of the organization.

JOB INFORMATION

Job Title: Administrative Assistant; Reports To: Library Director; Department: Library; Job Code: G-1; Revised: FLSA Status: Non-Exempt.

REASONING ABILITY

Ability to apply common sense understanding to carry out detailed but uninvolved written or oral instructions. Ability to deal with problems involving a few concrete variables in standardized situations.

COMPUTER SKILLS

To perform this job successfully, an individual should have proficiency in Microsoft Office (especially Excel), and Google suite; ability to learn Town financial and payroll systems.

CERTIFICATES, LICENCES, REGISTRATIONS

None required.

OTHER SKILLS AND ABILITIES

Ability to work independently; Ability to establish and maintain effective working relationships with Library staff, Town employees, and the public; Ability to perform detailed work accurately and efficiently within deadlines; Ability to prioritize multiple tasks and respond effectively to interruptions; Strong organizational and recordkeeping skills; Ability to handle sensitive and confidential information with a high degree of discretion and professionalism.

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this Job, the employee is regularly required to sit. The employee is frequently required to stand; walk; stoop, kneel, crouch, or crawl and talk or hear. The employee is occasionally required to use hands to finger, handle, or feel; reach with hands and arms and climb or balance. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision and peripheral vision. Work Environment: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

WORK ENVIRONMENT

The noise level in the work environment is usually moderate.

APPROVED BY SELECT BOARD DATE

Approved by Select Board Date: June 9,2026

EOE STATEMENT

The Town of Westborough is an EOE that recruits and hires qualified candidates without regard to race, religion, sex, sexual orientation, gender identity, age, national origin, ancestry, citizenship, disability, veteran status, or any other protected status. The Town of Westborough seeks a workforce that reflects the diversity of its community, and all are encouraged to apply.