Office Coordinator I, ALS

PURPOSE AND SCOPE:

Coordinates Automated Library Services office activities to make the best use of budgeted monies, equipment and employee productivity. Performs administrative duties to coordinated daily operations of Automated Library Services including budget and account management, acquisitions and management of

ESSENTIAL JOB FUNCTIONS:

1. Assumes lead in budget building. Monitors budget expenditures and prepares transfer requests.

2. Assists in budget planning process; sets up and maintains records of budget expenditures.

3. Oversees and expedites ALS purchasing process by communicating with vendors, obtaining quotes, determining billing issues, and creating and maintaining electronic requisitions and/or records of all departmental purchases.

4. Oversees library materials purchasing for all campuses by creating purchase orders, transmitting orders, communicating with vendors, receiving materials, reconciling invoices, and authorizing payment.

5. Coordinates and schedules office duties based upon priorities.

6. Composes correspondence from verbal direction or from knowledge of organizational policies and procedures.

7. Attends committee meetings as required.

8. Participates in planning, analysis and revision of departmental workflow.

9. Organizes and maintains personnel records, departmental payroll input and time sheets for hourly employees.

10. Maintains office supplies and equipment, as well as physical processing supplies for all library materials.

11. Creates, collects and organizes departmental documentation, files, reports, contracts, etc.

12. Retrieves, compiles, and disseminates reports, correspondence, agendas, and management information in support of the library program.

13. Provide backup assistance for serial check-in/processing in Horizon.

14. Offer backup assistance with Interlibrary Loan tasks.

15. Offer backup assistance with adding book holdings via Horizon.

KNOWLEDGE, SKILLS, EXPERIENCE:

High school diploma required. Associate’s degree in Business Management or related area preferred. Five years administrative support work experience with 3+ years in a coordination role. Training in office administration, or equivalent combination of education and experience. Ability to prioritize own work and that of other full and part-time clerical employees. Strong organizational skills and the ability to handle multi-activities, projects and priorities. Skilled in the use of microcomputers and related software for word processing, spreadsheets and databases. Ability to work with minimal supervision and maintain confidential information.

EQUIPMENT USED:

Personal computer, software (Word, Excel, Colleague, Horizon Acquisitions, Horizon Cataloging, Horizon Serials, Outlook, Access, Netscape, OCLC, ILL, Union List), printer, typewriter, adding machine/calculator, FAX, copier, microfiche reader/printer, scanner, other general office and job related equipment, as needed.

CONTACTS:

Internal
College and District Staff – To coordinate work, including schedules, meetings, and programs; exchange information; prepare budgets, resolve onsite conflicts and communicate effective feedback.

External
Vendors - To order supplies, obtain quotes, equipment repair, reconcile accounts, to schedule or plan meetings or demonstrations.

Other colleges - to exchange information, assist with coordinating contractual services and joint purchases.

COMPLEXITY/EFFORT:

Job requires critical thinking skills, ability to meet deadlines, to work independently and supervise the work of others. Ability to lead, motivate and direct others. Strong interpersonal skills needed. Solid knowledge of office procedures. Duties require little physical effort and few safety precautions.

WORKING CONDITIONS:

Work is performed primarily in a climate controlled open area shared by others.

GENERALIZED WORK ACTIVITIES:

1. Monitoring and Controlling Resources - Monitoring and controlling resources and overseeing the spending of money.

2. Processing Information - Compiling, coding, categorizing, calculating, tabulating, auditing, or verifying information or data.

3. Developing Objectives and Strategies - Establishing long-range objectives and specifying the strategies and actions to achieve them.

4. Documenting/Recording Information - Entering, transcribing, recording, storing, or maintaining information in written or electronic/magnetic form.

5. Getting Information - Observing, receiving, and otherwise obtaining information from all relevant sources.

6. Monitoring Processes, Materials, or Surroundings - Monitoring and reviewing information from materials, events, or the environment, to detect or assess problems.

LAST MODIFIED:

Apr-24-2003