Description

Reporting to the CEO, the Administrative Assistant is a key member of the administration team and keeps financial records, carries out payroll duties, and maintains records, including staff benefits and filing systems. This position is also responsible for performing a full range of secretarial duties for the CEO, the Library Board and others as directed by the CEO. This position works Monday-Friday in-person. Some evening and weekend work may be required.

This position reports to the Chief Executive Officer.

Qualifications

Requirements

• A diploma with a focus in Office Administration/Management or the equivalent.
• Excellent attention to detail.
• Good keyboarding and computer skills.
• Familiarity with and ability to utilize software, online content sources, applications and technology used in the library, particularly Microsoft Teams.
• Proficiency with spreadsheets and word processing skills.
• Demonstrated ability to interact pleasantly and courteously with the public and staff, and to promote a harmonious workplace
• Communicates effectively using a variety of methods. 

Desirable

• Two years of experience in an office environment is preferred.
• Detailed knowledge of the Employment Standards Act.
• A general understanding of public library services.

Position Details

• Collects balances and distributes cash; i.e., counts cash received from various services and balances to revenue sheets.
• Performs accounts receivable functions; issues receipts for and maintains records of charitable donations.
• Performs payroll functions and maintains related employee records, including tabulating time sheets and submitting to the City Payroll Department; maintains records of vacation and sick leave; co-ordinates personnel record maintenance with City of Orillia HR.
• Creates and manages filing systems.
• Compiles and tabulates statistics from several services into a quarterly statistical report and annual report for the Library Board and Province of Ontario.
• Prepares agendas, minutes, memos, correspondence, and reports.
• Responsible for program room bookings and setup and issuing invoices for charges.
• Populate Daily Activity Sheet
• Organizes all library meetings including agenda preparation and distribution; room booking and catering; and acting as recording secretary as required.
• Other duties as assigned.

Hours: Full-time (36.5 hours weekly) working Monday-Friday. Some evening and weekend work may be required.

Wage: $23.84 - $27.89/hour                                           

Application deadline: Thursday, December 12, 2024

Please submit a cover letter and resume through the City of Orillia Employment Opportunities website.

The Library will require a current Vulnerable Sector Screening from the successful applicant as a condition of employment.  We thank all those who apply but advise that only those applicants selected for an interview will be contacted.

The Orillia Public Library is an equal opportunity employer. Accommodations are available for all parts of the recruitment process. If contacted for an interview, please advise the Library’s Administrative Assistant at 705-325-2338 of any measures you feel you need to enable you to be assessed in a fair and equitable manner. Information received relating to accommodation measures will be addressed confidentially.