Administrative Assistant – Part-time (Term): Brandon Downtown Branch

Administrative Assistant

JOB SUMMARY:

The Administrative Assistant will provide a wide range of administrative, payroll, and office support activities for the Director of Library Services, the Programming & Outreach Librarian, and the Western Manitoba Regional Library Board.

HOURS:

This is a part-time term to September 15, 2022, or such earlier date that the regular employee returns to work

5 hours weekly. Monday – Friday from 8:30 AM – 3 PM

2 hours every 3rd Wednesday of the month from 6:30 – 8:30 PM (excluding July and August) for board meetings

DUTIES AND RESPONSIBILITIES:

Act as receptionist for the Director of Library Services and handle public inquiries
Head of payroll for approximately 30 unionized and non-union staff – collecting, calculating, entering payroll data, and submitting it on a bi-weekly basis in a payroll processing application
Maintaining payroll records for approximately 30 staff, including keeping track of seniority, vacation and sick leave.
Open and distribute daily mail, check-in magazines and newspapers
Prepare and distribute documents, correspondence, reports etc. as required by the Director/Programming & Outreach Librarian and the WMRL Board
Receive inquiries from Branch Supervisors and respond/redirect as required
Maintain administrative filing system
Record, prepare and distribute minutes from Brandon Staff meetings, Workplace Health and Safety Committee meetings, and WMRL Board meetings
Book meeting room space and prepare receipts and invoices as required
Check month end reports submitted from Branch libraries. Complete month end report sections for ILL loans, Inter-Branch loans, door count, computer usage and microfilm usage for Brandon Branch
Receiving donations, preparing donation receipts and thank-you letters.
Prepare monthly petty cash report and prepare and deliver weekly deposits
Order office supplies and maintain inventory of same
Prepare and distribute Board packages to Trustees
Prepare annual order of magazines and maintain a record of items received in Brandon Branch. File claims for missing items for all locations
Prepare seniority list annually for MGEU
Notify MGEU of names and work locations of new hires
Prepare wage reimbursement invoices to MGEU
Prepare and distribute letters and invoices to City, Town and RM offices notifying them of levy and rent amounts
Maintain record of both collected levy amounts and rent payments from municipal members
Prepare Provincial Grant Application including preparation and submission of online Public Library Services (PLS) survey
Set-up Annual Report and insert and format written reports, statistical data, and audited financial statement.
Distribute copies of the Annual Report as required
Attend Library Board meetings, record minutes using Robert’s Rules of Order
Act as Secretary to the Board, collecting correspondence, preparing agendas, minutes and setting up meetings.