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Administrative Assistant 05/09/2012 Department: LB01 - Library Administration FT/PT/Temp: Temporary Exempt Status: Non-Exempt Hours: 25 per week Reports To: Chief Information Officer / Assistant Provost for Library and Information Technology Summary: The Administrative Assistant for the David Allan Hubbard Library serves as support for the administrative functions of the Library at Fuller Theological Seminary. These support functions include administrative, budget/ fiscal, and collection management duties. Essential Functions: Duties will include, but are not limited to: Administrative Support Develop and maintain Library file systems in support of human resources, the office of finance and accounting, events, operations, and other functions of Library services Receive, take messages, and screen phone calls for Library Administration Receive, handle, and prepare mail and e-mail on behalf of Library Administration Assist Library staff in meetings, and preparation for those meetings Manage the gathering and assessment of operations statistics for the David Allan Hubbard Library Maintain inventory of operational supplies for the Library Purchase supplies as needed Delivery of paperwork to various Fuller Theological Seminary departments Budget/Fiscal Support Prepare, transmit, and track requests for payment and income items Deposit departmental income into appropriate accounts Maintain petty cash and make deposits as needed Prepare monthly and occasional account reconciliation forms (Green Sheets) Maintain record of, and prepare paperwork for, Library donations related to the office of Development Prepare travel advances for Library staff when needed Assist in the payment and tracking of copyright permissions, in communication with the eCommerce and Copyright Specialist and the Executive Assistant for Library and IT Collection Management Support Place orders for books as requested by the acquisitions team Place orders for Library processing supplies, as needed Other Duties as Assigned Knowledge & Skills Requirements: BA or equivalent degree required 2-3 years of office/ administrative work is required Excellent computer skills required. Including, but not limited to: Familiarity with the Microsoft Windows OS The ability to navigate the internet, including web-based Google applications Proficiency in Microsoft Office tools required, additional familiarity with the iWork suite (Macintosh) is a plus Excellent financial and accounting skills preferred. Attention to detail in organization is required. Specifically, The ability to create and maintain both paper and electronic filing systems The ability to keep inventory of supplies The ability to track expenses and payments The ability to communicate professionally on the phone, in person, and in written form is expected A commitment to confidentiality is expected This position also requires great attention to detail Notes: This is a long-term temporary position with part-time benefits that is expected to last longer than 4 months