Administrative Coordinator- Library at Town of Andover – Andover, Massachusetts

Under direction of Library Director, provide comprehensive administrative assistance for the Library, including customer service, building operation and maintenance, meeting room utilization, purchasing and accounts payable and promoting positive public relations through interactions with other town departments, vendors and library users. This position requires the exercise of excellent judgment, discretion, and application of a variety of municipal regulations as well as library and network policy. Independently performs a variety of responsible administrative and technical functions requiring a thorough knowledge of departmental operations.

Essential Functions

Provides administrative and budgetary support to the Library Director:

• Processes weekly payroll for staff, tracks accruals and attendance. Produces reports as needed,
• Orders and keeps an inventory of supplies,
• Coordinates with library staff to ensure invoices are received in a timely manner,
• Serves as liaison with vendors on pricing, service and problem resolution,
• Tracks and monitors the various Library budget lines, including revolving fund accounts,
• generates reports as needed,
• Initiates and process purchase orders using the Town’s integrated ERP system, in accordance with Library and Town policy,
• Checks, codes and enters invoices for all materials and supplies and processes for payment,
• Collaborates with the Town Purchasing Department to ensure adherence to purchasing guidelines and contract pricing,
• Coordinates with the Town Finance Department to utilize the integrated ERP system effectively,
• Prepares deposits and other banking transactions for the Library and Friends of Memorial Hall Library.

Participates in managing building related tasks and issues:

• Works closely with the Town Facilities Department on building related tasks and issues,
• Generates and tracks work orders using Facilities Department work order system,
• Works cooperatively with the Community Services Librarian to maintain event and meeting room calendar,
• Communicates directly with custodians and staff about building maintenance issues,
• Prepares detailed written instructions for custodial staff for meeting room set-up and schedules,
• Prioritizes and supports Town government meetings held at the Library.

Other Duties

• Provides administrative support to the Staff, Trustees and the Friends of the Library,
• Assists library patrons on the circulation desk as needed using outstanding customer service skills as needed,
• Attends staff meetings and workshops,
• May participate in library outreach activities,
• Performs related duties as required.

Skills, Knowledge and Abilities

• Familiarity with public library systems and town government,
• Thorough knowledge of standard office procedures, practices, forms and equipment,
• Proficiency in MUNIS™, Microsoft applications, email, and library automation systems,
• Ability to perform detailed data entry accurately and in a timely manner
• Ability to adapt and apply new technology,
• Ability to maintain good working business relationships with vendors,
• Commitment to excellence in customer service,
• Ability to work effectively as a member of a team,
• Ability to fairly and tactfully explain library policies to patrons. Ability to either satisfactorily resolve any problems resulting from those policies or refer the patron to a supervisor,
• Ability to react quickly in emergency situations,
• Ability to continually balance the competing needs of library users,
• Ability to interact with a diverse population,
• Commitment to doing all work through a lens of diversity, equity, inclusion, and anti-racism.

Education and Experience

Duties require a bachelor’s degree, with knowledge of office administration, municipal operations and financial record keeping, 1 to 2 years of library experience; or any equivalent combination of education and experience.

Supervision

None

Physical Elements

• Sustained periods of moving around on four levels,
• Regular use of computer keyboard requiring eye-hand coordination and finger dexterity,
• Duties performed in an extremely busy and comparatively noisy library environment,
• Frequent interruptions,
• Regular lifting and carrying of files, documents, records, etc.

FLSA Status: Non-Exempt

Grade: IE-16

The Town of Andover is an Affirmative Action/Equal Opportunity Employer. Women, minorities, veterans, members of the LGBTQ+ community, and persons with disabilities are encouraged to apply. The Town is committed to advancing its workforce culture of antiracism, diversity, equity, and inclusion.

Town of Andover Classification Review
Revised December 3, 1998; June 29, 2005; January, 2022; April 2025