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Office Administration and Records Management Associate

2 months ago

Shreveport, Louisiana, United States Shreve Memorial Library Full time
Job Overview

POSITION SUMMARY

Under the guidance of the Executive Secretary, the individual in this role will provide essential support within the Administrative Services sector and act as the first point of contact at the Support Services Center. This position encompasses a range of clerical, secretarial, and reception duties, primarily aimed at assisting the Executive Secretary, managing phone communications, and welcoming visitors. A strong commitment to upholding confidentiality regarding library documents and actions is crucial, along with the ability to perform related tasks as necessary.


QUALIFICATIONS

Education and Experience

  1. High School diploma or equivalent.
  2. At least one year of paid experience in a secretarial or office assistant role, or completion of 30 college credit hours.

Preferred Qualifications

  1. Preference will be given to candidates with relevant paid work experience.
  2. Experience in a receptionist capacity.
  3. Familiarity with records management practices.

Highly Desirable Skills

  1. Experience managing multi-line phone systems.
  2. Proficiency in arranging travel logistics.

Knowledge, Skills, and Abilities

Comprehensive knowledge of:

  1. Standard office procedures;
  2. Computer applications and software (Internet, email, Word, and data entry);
  3. Office machinery including fax machines, photocopiers, shredders, scanners, and laminators.

Essential skills include:

  1. Strong interpersonal abilities for effective communication with the public, staff, and vendors.
  2. A clear and pleasant speaking voice is highly valued.

Ability to:

  1. Adapt to and utilize new office technologies;
  2. Maintain detailed and accurate records;
  3. Prepare reports;
  4. Organize and manage files;
  5. Communicate effectively in both verbal and written forms;
  6. Exhibit resourcefulness, tact, courtesy, and respect in professional interactions;
  7. Foster a welcoming and positive environment for library patrons;
  8. Consistently interpret and apply internal policies and procedures in administrative tasks.

PHYSICAL REQUIREMENTS

The physical demands outlined here are representative of those that must be met by an employee to successfully execute the essential functions of this position. Reasonable accommodations may be provided to enable individuals with disabilities to perform these essential functions.


While fulfilling the responsibilities of this role, the employee will frequently be required to stand, walk, sit, twist, talk, hear, and use hands to reach for, grasp, handle, feel, and/or operate objects, tools, or controls. Hand-eye coordination is necessary for operating computers and office equipment. Specific vision capabilities required include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.


The employee will often need to stand for extended periods. Occasionally, the employee may be required to climb, balance, stoop, crouch, squat, kneel, and crawl. The employee must occasionally lift and/or carry up to 20 pounds and frequently lift and/or carry up to 10 pounds. The employee will also need to frequently push and/or pull loaded carts and/or boxes of materials weighing up to 75 pounds.


KEY RESPONSIBILITIES

  1. Provide comprehensive secretarial support to the Administrative Services area, including photocopying, shredding, faxing, answering phones, drafting memos and letters, and distributing mail and reports.
  2. Assist the Executive Secretary with travel arrangements for staff and board members.
  3. Manage the main phone line for the Support Services Center, directing calls to the appropriate department or individual, and welcoming visitors to the center.
  4. Support the Records Custodian in fulfilling public records requests and performing records management tasks.
  5. Assist with filing in the Administrative area as needed.
  6. Carry out other necessary duties as required.

WORK SCHEDULE

Monday - Friday: 8:00 a.m. - 5:00 p.m. (with a 1-hour unpaid lunch)


COMPENSATION

$18.50/hour plus some benefits; mandatory 12% deductions for all full-time employees for retirement through the city.


BENEFITS

Paid vacation, sick leave, and holidays. Tuition reimbursement available after one year of employment.


A criminal background check and drug screening are part of the pre-hire process. The State requires fingerprinting by local law enforcement and background checks by the appropriate authorities, which will be conducted annually for positions with outreach responsibilities. A mandatory full-day orientation is part of the new hire process.

We are committed to a diverse and inclusive workplace and do not discriminate based on race, ancestry, color, national origin, sex, religion, age, marital status, non-job-related physical or mental disability, veterans' status, sexual orientation, or gender identity. Our facilities are non-smoking.