Administrative Assistant at Meridian Library District

Meridian, Idaho, United States -

Full Time

Start Date

Immediate

Expiry Date

03 Sep, 26

Salary

21.7

Posted On

05 Jun, 26

Experience

2 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Administrative Support, Customer Service, Supply Management, Budget Tracking, Records Management, Microsoft Office, Google Applications, Airtable, Data Entry, Confidentiality, Interpersonal Communication, Organization, Document Preparation, Financial Reconciliation, Scheduling, Phone Assistance

Industry

Libraries

Description

Description Location: District Admin Office Open To: Internal and External Candidates Weekly Hours: 19 hours per week (Part-Time) Starting Range: $19.63 - $21.70 per hour, DOE Benefits: Eligible for 19hr benefits Position Posted: Thursday, June 4th 2026 Application Deadline: Thursday, June 18th 2026 at 5:00 pm Targeted Start-Date: July 13th 2026 Job Description: Included below and available here Announcement: Provide administrative support to the District by performing a variety of clerical duties and delivering responsive service to internal and external customers, advancing the library's goals and supporting the needs of the community. Serve as the first point of contact for patrons calling the library Provide phone assistance with general library inquiries and library card account questions Answer, screen, and route incoming calls to appropriate branches and staff Greet and assist District leaders, staff, visitors, and vendors at the Administrative Office Support front desk operations, including room scheduling and reception duties Maintain office supply inventory, including tracking, ordering, and distribution Sort and distribute mail, packages, and interoffice correspondence Assist with printing, document preparation, and records management Provide general office support to administrators, staff, and visitors as needed Review the full job description below for additional details. ************************************************************************************************************** Summary The Administrative Assistant supports the library operations by performing office administrative duties. This position assists with a variety of clerical tasks such as preparing and organizing documents, data entry, managing supplies, providing purchasing/receiving assistance, and coordinating direct mailings. Works independently following established guidelines and at the direction of leadership. Duties and Responsibilities Essential Supply Management Oversees supply inventory by checking stock to determine inventory level. Anticipates needed supplies, purchases necessary materials and ensures receipt of supplies. Prepares purchase quotes by verifying specifications and price. Verifies receipt of items by comparing items received to items ordered. Financial Accurately enters, updates, reconciles, and/or retrieves accounting data, such as credit card charges, from systems and monitors purchases and financial transactions to comply with current District policy and procedures, including maintaining confidentiality with sensitive documents and information, and maintaining supporting documentation. Assists with coordinating tax form distribution for public access to all locations. Assists with financial tasks such as processing invoices, maintaining expense records, and assisting with budget tracking. Scans, files and logs accounting documents and removes records according to the records retention schedule. Assists in accurate and timely tracking of fixed asset inventory. Records and Reports Maintains accurate records, collects statistics, tracks performance measures and prepares reports related to library services and events to include attendance, outcomes, evaluation, costs, etc. as required by administration. Completes clerical tasks such as record maintenance, document management, document scanning, compiling lists and drafting resource guides. Keeps information accessible by sorting and filing documents. Prepares and organizes documents, including some documents for Board meetings and mailings. Ensures correspondence is accurate and free from grammatical errors. Sorts and distributes mail and packages. Assists with asset tracking and annual inventory. Maintains good attendance and timekeeping records. Operations Tracks Board Trustee volunteer hours. May be required to attend once a month Board meetings. Trains and monitors new public notaries. May assist in the printing and distribution of District materials, brochures, fliers. Works in an office setting and remotely. Opens District mail and processes payments in accordance with District policies and procedures. Customer Service Provides high quality internal customer service to other staff and vendors. Actively promotes respect for diversity and creates a welcoming environment. Promotes a culture of accountability, teamwork, and adherence to the District’s guiding principles. Communicates clearly and professionally with internal and external stakeholders. Works collaboratively with staff across all departments to support operations. Clerical Assists with special projects that may include sensitive or confidential information. Participates in other clerical and data entry projects as assigned. Marginal Runs errands for the Admin team. Performs other duties as assigned. Participates in committee groups as assigned by the District to demonstrate our commitment to a culture of inclusivity, collaboration, and professional development. This may include serving on a subcommittee, working group, or project team. Actively promotes respect for diversity and creates a welcoming environment. Assists library leadership team as necessary with reports, purchasing, photography and staff photo management, and with staff badge creation. Requirements Qualifications Minimum Qualifications Knowledge, Skills, and Abilities Demonstrated ability to maintain and properly manage confidential information. Provides exemplary customer service and maintains a favorable public image of the library. The incumbent has a desire to work in a public service role. Holds self accountable, and works to prevent mistakes in coordination with leadership. Future thinking mindset and ability to see the bigger picture of task implications District-wide required. Ability to identify and loop in stakeholders in a timely manner. Possesses a strong ability to find information and answers independently. Works with a positive attitude, is highly professional, and demonstrates integrity. Has excellent interpersonal skills and the ability to communicate effectively and appropriately with people from diverse backgrounds of all ages and demographics. Builds and maintains positive working relationships with individuals at all levels of the organization and fosters positive relationships with outside organizations. Must be able to work alone at a location or remotely as directed. This position requires flexibility and juggling of tasks and priorities. The Administrative Assistant must be detail-oriented and accurate with exceptional organizational skills, and the ability to maintain confidentiality. Skills include supply management, tracking budget expenses, building and maintaining relationships, organization, internal customer service, and documentation skills. Proficient with standard computer applications (including Microsoft Office and Google applications), Airtable and online searching. Ability to learn and adapt to new software and equipment technologies. Experience 1-3 years of administrative or office support experience, or equivalent experience, training, and/or education. Education High School Diploma or equivalent required Training, Licenses, or Certifications Valid driver’s license Supervisory Responsibility None Preferred Qualifications An Associate’s or Bachelor’s degree. Bilingual, preferably Spanish-English, Russian-English. Desired personal attributes include a positive approach to interacting with the public, a continuous desire to update technology skills, and a sense of humor. Knowledge of Board meeting protocol such as Open Meeting Laws and Roberts Rules of Order. Working Conditions Physical Requirements This position requires the employee to routinely sit, stand, walk, and perform manual dexterity movements; constantly see, hear, listen, and speak clearly; occasionally twist/turn, stoop/bend, crouch, and maintain flexibility; seldom squat, kneel, climb, crawl, and balance. This position requires the employee to lift and carry objects weighing up to 25lbs. Mental Requirements This position requires the employee to read, write, perform clerical duties, comprehend and use perception, perform alphabetical and numerical filing/sorting, and perform basic math. Technology, Equipment, and Devices This position requires the employee to regularly operate and exhibit proficiency with computers and commonly used computer applications copiers, phones, printers, and email, cloud environments, and the internet. This position must be able to use the District’s systems and databases. This position requires the employee to operate and troubleshoot general office equipment. This position may require operation of a vehicle on behalf of the District. Work Environment This position requires the employee to work on repetitive tasks, work alone, work remotely, and work around others. The position subjects the incumbent to have verbal contact with others, have face-to-face contact, and be subject to inside environments. Work is conducted in an office environment within the District’s administrative setting. Regular interaction with staff, vendors, and patrons is required. Expected Hours of Work This position requires the employee to work a daytime schedule (Monday-Friday) with occasional evening and weekend (Saturday-Sunday) shifts. Position schedule and work location are subject to change at any time, at the discretion of management to support business needs. Expected Travel This position requires travel throughout the District; minimal travel for training and conferences. Disclaimers: The above job description is not intended as, nor should it be construed as, exhaustive of all responsibilities, skills, efforts, or working conditions associated with this job. All employees may be required to perform duties outside of their normal responsibilities from time to time, as needed. Management reserves the right to assign or reassign duties and responsibilities to this position at any time. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of this job. Meridian Library District is an Equal Opportunity Employer. Hiring and employment practices are done without regard to race, color, religion, national origin, sex, sexual orientation, gender identity, age, or disability. In addition, preference in employment may be given to veterans who qualify under state and federal laws and regulations. Location: District Admin Office Open To: Internal and External Candidates Weekly Hours: 19 hours per week (Part-Time) Starting Range: $19.63 - $21.70 per hour, DOE Benefits: Eligible for 19hr benefits Position Posted: Thursday, June 4th 2026 Application Deadline: Thursday, June 18th 2026 at 5:00 pm Targeted Start-Date: July 13th 2026 Job Description: Included below and available here

Responsibilities

Provides comprehensive administrative and clerical support to the District Admin Office, including managing supplies, financial data entry, and records maintenance. Serves as the primary point of contact for patrons and visitors while supporting District leadership with operational tasks.