Administrative Support Services Coordinator

: Summary The Administrative Support Services Coordinator assists the Office Manager by providing administrative support to the Department. This position also serves as back-up to the Office Manager in his/her absence. This position is a high-level administrative position within the Chester County Library. This position is responsible for performing duties as our Human Relations (HR) liaison, including payroll, for the Chester County Library in accordance with the standards and procedures of the County of Chester. Additionally, this position is responsible for working with County Finance and the Controller's office for A/P processing, assisting with the annual budget and working with selected member libraries for financial matters. This position requires: a hands-on knowledge of HR policies and procedures as well as general bookkeeping, strong customer service and interpersonal skills, excellent oral and written communication skills, and the ability to maintain composure in all public arenas. All library positions require the following criminal background and child abuse clearances: Report of criminal history from the Pennsylvania State Police (PSP); Child Abuse History Clearance from the Department of Human Services (Child Abuse); and Fingerprint based federal criminal history submitted through the Pennsylvania State Police or its authorized agent (FBI). A criminal background check is required. Essential Duties

• Provide administrative support such as word processing, creating and updating Excel spreadsheets, preparing PowerPoint presentations, faxing, distributing mail.
• Compose and prepare correspondence.
• Oversee and schedule support staff.
• Process bi-weekly payroll and run bi-weekly accrual reports.
• Attend Board Meetings and prepare and distribute Minutes of Meeting.
• Update and maintain departmental records.
• Prepare monthly travel reimbursement vouchers for department.
• Create and update monthly, quarterly and year-end reports.
• Order and maintain office supplies.
• Serve as a point of contact for vendors requesting information.
• Process orders.
• Schedule meetings and other departmental functions.
• Perform annual merit increase evaluations for support staff and assist with goal setting.
• Hold department interaction and training sessions.
• Interact with employees when difficult issues arise between the employee and county or non-county agencies.
• Supervise employees, lend support and offer encouragement.
• Provide a harmonious environment within the department and to all customers.
• Perform other duties, tasks and special projects, as required.

Qualifications/Preferred Skills, Knowledge & Experience Qualifications / Requirements:

• Associate's degree from an accredited college or university, or equivalent combination of education and experience.
• Five years of job-related experience.
• Strong verbal and written communication skills.
• Strong typing skills are required in this position.
• Knowledge and skill with modern office equipment (fax, copier, calculator).
• Ability to work independently and proceed with objectives.
• Ability to maintain confidential information and handle confidential matters.
• Ability to work as part of a team.
• Strong interpersonal skills.
• Ability to multi-task.
• Accurate and detail-oriented.
• Ability to interface with all levels of county management.
• A valid driver's license is required.

Preferred Skills, Knowledge & Experience:

• Associate's degree from an accredited college or university in Business Administration.
• Five years of experience in office administration.
• Ability to follow office protocol.
• Ability to use common sense understanding to carry out written or oral instructions.
• Strong time management and organizational skills.
• Flexibility.
• Exhibits a willingness to learn new tasks.
• Ability to direct and lend suggestions on unusual situations as they may occur.
• Ability to coordinate and distribute work assignments.
• Flexibility
• Proactive.
• Ability to carry tasks to completion.

Additional Information Computer Skills: To perform this job successfully, an individual should have:

• Advanced Word skills
• Advanced Excel skills
• Intermediate Access skills
• Basic PowerPoint skills
• Basic Outlook skills (Email and Calendar)
• Basic Internet Explorer skills
• PeopleSoft skills or the ability to learn PeopleSoft.