Administrative Assistant - Finance, 24hrs. / wk.

Finance Assistant

Under the general direction of the Finance Manager, provides confidential support to the Finance department. Duties include data entry, general clerical, data entry and project-based work.

Performs various duties for the Finance Department by answering the phone, responding to requests for information, maintaining various files and databases, managing calendars, contacts, reports, appointments, copying, scanning and preparing mailings.

Assists in coordinating Department projects and initiatives, including system initiatives, audit support, donor management, event management, project management, team follow-up items, communications to others, determining bottlenecks, scheduling and MS Planner updates, generating and documenting surveys and the results, documenting and soliciting feedback.

Creates and modifies a variety of documents including invoice, donation, and inventory tracking, and recurring contract notifications.

Assists in the preparation of materials for meetings, including not limited to agendas, room preparations and clean up. May attend meetings and record and prepare meeting minutes, as necessary.

Coordinates meetings, travel arrangements, schedules, and various tasks in support of the Department and Service Center, as needed.

Writing and proofreading a variety of communications including but not limited to memorandums, correspondence, invoices, ad hoc reports and letters as needed.

Prepares, edits and organizes fillable forms, manuals, and end user training documentation as well.

Maintenance in DonorPerfect to include codes, templates, donor data, payment gateway, campaigns, event management and reconciliations.

May occasionally serve as receptionist, including greeting all guests and staff warmly.

Serves as back-up to other Administrative / Executive Assistants in times of absence.

Performs other duties as assigned.

Associates degree in Business Administration or related field preferred. Alternative to traditional educational attainment would be four or more years in positions of proven, progressive responsibility.

Two or more years of office or clerical experience is preferred.

The job requires a person with exceptional organizational skills, excellent communication skills, a high desire to serve the team and other staff with an empathetic attitude, and a general willingness to look for ways to continuously improve the status quo.

Mastery of computer skills necessary to effectively perform all areas of job responsibilities including strong knowledge of Microsoft Office 365 (Outlook, Word, SharePoint, Excel, PowerPoint, etc.), Canva, and Adobe Professional required. Knowledge of DonorPerfect preferred.

Must maintain confidentiality and exercise good judgement and independent decision-making in interactions with staff members and the public. Ability to work under general supervision with latitude in exercising independent judgment and discretion subject to Library policies and procedures and professional practices.

Effective time management skills are necessary to work on multiple projects concurrently. Must be able to report to work on time, meet deadlines and established timetables with extreme accuracy in a fast-paced environment.

High level of interpersonal and communications skills (both oral and written forms) necessary to interact with various levels of community members, library patrons, personnel, Leadership Team, and Board members. The incumbent is also required to communicate effectively in both oral and written forms.

Prioritization skills necessary to perform varying tasks with frequent interruptions.

Ability to operate a variety of office equipment including but not limited to computers, copy machines, and Teams telephones.

Proactive, self-starter attitude with a high level of follow-through.

Organizational skills are necessary to perform a varying task with frequent interruptions.

Creating and maintaining a professional work environment.

Understanding confidentiality and employee right to privacy issues.

Analytical ability to compile statistical information and present it in written formats.

Visual acuity necessary to view a computer screen and written materials.

Hearing ability to answer telephone calls for general staff and public inquiries.

Ability to work accurately with numbers and details.

Ability to travel between work locations and related places of business as needed.

KDL provides library services to our local communities seven days per week.

While this position is currently assigned to the above location, KDL reserves the right to require employees to be available for assignments at any KDL location.

Kent District Library is committed to the use of evidence-based selection hiring practices to ensure the recruitment of highly qualified candidates. As part of this commitment, we utilize pre-employment assessments that are scientifically validated and job-related. These assessments are designed to objectively evaluate candidates' skills, abilities, and potential for success in specific roles.

Legal Compliance :

• Non-Discrimination : All pre-employment assessments used by our organization comply with federal anti-discrimination laws, including Title VII of the Civil Rights Act of 1964, the Americans with Disabilities Act (ADA), and the Age Discrimination in Employment Act (ADEA). We ensure that these assessments do not disproportionately exclude individuals based on race, color, sex, national origin, religion, disability, or age.
• Job-Relatedness : Our assessments are developed and validated to measure skills and traits that are directly related to the job requirements. This alignment with job duties is in accordance with the Uniform Guidelines on Employee Selection Procedures (UGESP), which provide interpretive guidelines to ensure equitable and non-discriminatory hiring practices.
• Objectivity and Fairness : By using professionally developed and validated assessments, we enhance the objectivity and fairness of our hiring process. This reduces the likelihood of unconscious bias and increases the accuracy of hiring decisions.

Evidence-Based Approach :

By adhering to these principles, our organization strives to create a fair, equitable, and legally defensible hiring process that attracts and retains top talent.

The library employment environment typically requires extensive computer keyboard and mouse activity, in-person, electronic and telephone communication skills. Meeting attendance at various branch and service center locations is expected; self-identified mode of transportation is required. The preparation, loading and carrying or moving of materials is commonly required for all KDL positions. Reasonable accommodations are available for individuals with disabilities.

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity or expression, pregnancy, age, national origin, disability status, genetic information, protected veteran status, or any other characteristic protected by law. Recruiting and hiring practices are based solely on job-related criteria.

This job description is intended to describe the general nature and level of work being performed by a person assigned to this job. They are not to be construed as an exhaustive list of all job duties that may be performed by a person so classified.