Office Coordinator I, Library

PURPOSE AND SCOPE:

Coordinates library office activities to make the best use of budgeted monies, equipment and employee productivity. Facilitates instructional and educational support services and activities by analyzing and streamlining procedures. Performs administrative duties to coordinate daily operations of Library including budget and account management, acquisition and management of library resources, maintenance of personnel data and records.

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

4. Coordinates and schedules office duties based upon priorities.

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

6. Arranges meetings and attends committee meetings as required.

7. Participates in planning, analysis and revision of departmental manuals, schedules and calendars.

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

9. Maintains office supplies and equipment.

10. Creates, collects and organizes departmental documentation, manuals, files, reports, contracts, flyers, public information sheets, etc.

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

12. Produces records in the Horizon Library Automation System, which support library acquisitions, or which achieve organization of library materials through cataloging.

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 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, DocAssist, Marcive), 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.

Students – Routine contact to provide assistance and information and to interpret policies and procedures.

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.

Accrediting and Government Agencies – to file reports and documentation.

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. Performing Administrative Activities - Performing day-to-day administrative tasks such as maintaining information files and processing paperwork.

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

3. Scheduling Work and Activities - Scheduling events, programs, activities, as well as the work of others.

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

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

6. Working with Computers - Using computers and computer systems (including hardware and software) to program, write software, set up functions, enter data, or process information.
   

LAST MODIFIED:

Apr-24-2003