Administrative Coordinator, Library

Job Details

Description

Caledon Public Library is a hub for discovery, innovation and inspiration. We nurture connections, collaboration and creativity and are situated within a dynamic municipality that successfully balances urban, rural and agricultural communities. With seven branches that serve as the cornerstones to the community, connecting people to information and each other is what we do!

The Opportunity

Reporting directly to the CEO / Chief Librarian, this role is responsible for providing administrative support to the Library’s full Leadership Team and the Caledon Public Library Board. The Administrative Coordinator provides a variety of administrative services to enhance the Library’s organizational effectiveness and the Board’s governance including: financial reporting and processing, record-keeping, recording and managing meeting minutes, document preparation and cash handling. As the Administrative Coordinator, you will perform the following duties, including but not limited to:

• Provide administrative support to the CEO / Chief Librarian, preparing and processing confidential documents and correspondence as required.
• Assist with the Chief Executive Officer’s secretarial role with the Library Board by:
• Acting as the recorder at Library Board and Committee meetings
• Preparing minutes for the Library Board and Committee meetings
• Preparing and distributing agendas and materials for Library Board meetings
• Acting as a key organizer and point of contact for Library Board members for meetings and events including registering and planning for travel. This may also involve arranging meals and/or refreshments, booking rooms, and arranging for technology.
• Provide administrative support to all members of the Library’s Leadership Team in leading and supervising tasks, researching, and implementing department initiatives, and facilitating related schedules and communications, including the recording of minutes for all team meetings.
• Create and complete correspondence as directed.
• Prepare statistics and reports as required.
• Develop, maintain and work to improve job related standard operating procedures including the Library’s record retention schedule, file naming conventions and financial procedures.
• Work cross-functionally with other Town business units to work on projects, resolve issues, provide information and guidance as it relates to Library Services.
• Perform additional duties and undertake special projects as assigned, including participation in library committees and working groups.

The Ideal CandidateWe are seeking an administrative professional with minimum education, training and knowledge normally acquired from a post-secondary diploma in Business Administration, or equivalent combination of education and experience.

• Minimum 4+ years related experience in an administrative capacity.
• Previous experience in a public library or municipal setting is an asset.
• Demonstrated ability to exercise significant discretion and sensitivity
• Demonstrated experience in cash handling, accounts payable and financial reporting.
• Strong analytical, problem-solving, research and project/records management skills.

The successful candidate for this role will be required to work a flexible schedule, including in the office, remotely and after hours (as required).

This position offers a salary range of $61,730.86 - $75,650.81 plus a competitive benefit package.

Satisfactory passing of a vulnerable sector check and proof of qualifications will be required of any successful candidate(s) for this position.

The Town is committed to diversity and inclusivity in employment and welcomes applications from qualified individuals of diverse backgrounds. The Town is an equal opportunity employer that is committed to an inclusive and barrier-free workplace.  If your application requires accommodation, please contact People Services at (905) 584-2272 Ext. 4738.

Applications for this posting will be accepted until May 28, 2024 12:00PM.