The Parsippany Public Library System is seeking a part time Administrative Secretary to the Library Director. Responsibilities include, but are not limited to, answering calls to the administrative department and library director, assisting visitors and vendors when applicable, preparing various documents, resolutions, policies, and correspondents as assigned by the Director, preparing statistics for the state report, and ordering office and maintenance supplies. The ideal candidate will be passionate and energetic about public library service, has the ability to work independently, as well as with a diverse community, and able to anticipate the needs of the Library Director.
About the Library: The Parsippany-Troy Hills Public Library System serves a population of 56,000 with a Main Library and two branches. Located in Morris County, NJ, Parsippany is a vibrant and diverse community which has often been recognized as one of the best places to live in the U.S.
Qualifications: High School Diploma and five (5) years of experience in clerical work. Note: Successful completion of a two-year college level course in secretarial science may be substituted for two (2) years of the above experience.
Other Important Information: New Jersey residency is required within one year of date of hire. Successful completion of a criminal background check is also required. This position may require an application and/or test with NJ Civil Service before permanent appointment.
Schedule: Monday-Friday, 9am-1pm at the Main Library, 449 Halsey Road, Parsippany, NJ 07054.
Compensation: $20-$25/hour, depending on experience. This position is eligible for vacation, sick, and holiday pay, as well as enrollment in New Jersey’s Defined Contribution Retirement Program (DCRP).
To apply: Please send a completed application (found on our website), cover letter, resume, and 3 professional references to Melanie.Allerdings [at] parsippanylibrary.org by 2/28/2022.
Primary Responsibilities:
- Serves as a confidential secretary to the Library Director. Handles the director’s correspondence, calendar, and filing in a professional and proficient manner
- Greets staff and visitors to the administrative office. Communicates in a friendly fashion with Library Trustees; the Friends of the Library; Township workers; vendors and the public.
- Maintains the administrative office, including updating Library calendars, ordering and maintaining supplies, and manage the petty cash account
- Prepares and maintains trustee packets and files
- Assists in drafting proposed ordinances, resolutions, and other communications
- Gathers statistical reports on a monthly basis for the Board meeting. Gathers and inputs statistics for the state report
- Is able to produce spreadsheets
- Assembles the Master Schedule for all three Library Branches
- Monitors the record retention files. Discards and maintains files as required by municipal law
- Is able to differentiate between sensitive issues and routine matters and react accordingly
- Works as part of a team to establish and promote the goals of the Library
- Ensures the implementation of the Library’s policies and procedures
- Maintains a budget and tracks expenditures/transactions
- Prepares bank deposit, when necessary
- Other duties as assigned
Qualifications/Requirements:
- Five (5) years of experience in clerical work plus high school diploma
- Successful completion of a two-year college level course in secretarial science may be substituted for two (2) years of the above experience.
- Previous experience working with the public preferred.
- Ability to work with a diverse community
- Technically proficient with Microsoft Office programs such as Word, Excel, and Outlook.
- Ability to proofread for punctuation, spelling, grammar; excellent written, organizational and oral communication skills.
- Excellent time management and organization skills
- Capacity to work independently
- Detail-oriented and has the ability to multitask
- This position may require an application and/or test with NJ Civil Service before permanent appointment.