Classified Ad Title:
Administrative Assistant - Cleveland Heights - University Heights Public Library

Post Date
7/15/2025

Expiration Date
8/1/2025

Details:

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Job Title: Administrative Assistant
Departments: Human Resources & Finance Office (Primary)
Status: Full-Time, Non-Exempt
Location: Lee Road Branch, Heights Libraries

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Job Overview:

The Cleveland Heights-University Heights Public Library (Heights Libraries) is seeking a highly organized and detail-oriented Administrative Assistant to join our team. This full-time position primarily supports the Human Resources and Finance departments but will also serve as a shared resource for the rest of the Administrative departments at the Lee Road branch.

As an integral member of the team, the Administrative Assistant will work closely with the HR department on various HR projects, providing valuable support and contributing to the successful execution of various HR initiatives. Additionally, the role involves managing a variety of administrative tasks that support HR functions—including recruitment and employee records—as well as handling essential finance office duties such as processing invoices, maintaining financial records, assisting with payroll, and supporting budget tracking and financial reporting.

In addition, this position requires a strong customer service mindset, as the Administrative Assistant will interact regularly with staff, community members, and external partners. The ideal candidate should be able to handle inquiries professionally, manage expectations, and ensure a positive experience for all parties involved.

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Key Responsibilities:

Human Resources Job Duties:

• Maintain and update employee records including benefits and policy documentation.
• Support the onboarding process by preparing paperwork and assisting with orientation for new hires.
• Assist with the recruitment process.
• Help coordinate training and development activities and track training records.
• Assist with compliance-related reporting.
• Provide administrative support for employee benefits programs and open enrollment.
• Contribute to employee engagement initiatives, policy updates, and special programs.

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Financial Job Duties:

• Responsible for collecting copier cash and servicing the change machine.
• Assist with accounts payable data entry in the accounting system and ensure accuracy.
• Use Excel to organize, track, and analyze financial data, including spreadsheets for expense reporting and budget tracking.
• Review financial reports for accuracy.
• Help maintain financial records and support the month-end and year-end closing processes.
• Assist with processing invoices, purchase orders, and expense reports, ensuring accuracy and timeliness.
• Coordinate payroll data entry and ensure timely submission to the finance department.
• Track departmental budgets, assist with financial planning, and help prepare financial reports as needed.
• Prepare and process bank deposits.
• Attend board meetings twice a month, typically on the first and third Monday evenings, and prepare meeting minutes.

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Shared Administrative and General Office Support:

• Serve as a shared resource for administrative departments at the Lee Road branch, providing assistance as needed.
• Edit, format, and prepare policies, manuals, and the weekly staff newsletter.
• Schedule meetings, maintain calendars, and organize office supplies for administrative departments.
• Handle general inquiries, answer phone calls, and respond to emails promptly in a professional and courteous manner.
• Assist with special projects and other administrative duties as assigned by the leadership team.
• Manage office supplies and materials, ensuring HR, Finance, and other departments have the necessary resources.
• Organize and prepare materials for internal meetings, staff events, and community outreach.
• Maintain accurate records and assist with documentation for internal audits and compliance purposes.
• Maintain and update work schedule changes for administrative staff.

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Customer Service Skills:

• Provide exceptional customer service when interacting with library staff, community members, and external partners.
• Respond promptly and professionally to inquiries, maintaining a positive and helpful attitude.
• Manage multiple communication channels—including email, phone, and in-person—and ensure timely follow-up.
• Maintain a professional demeanor in all interactions, ensuring that every individual feels valued and heard.

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Requirements:

Education:
• Associate’s degree or higher in Business Administration, Human Resources, Finance, or a related field is preferred.

Experience:
• At least 3 years of experience in an administrative role.
• Experience in public libraries or government organizations is a plus.

Skills & Knowledge:
• Strong organizational and multitasking skills with exceptional attention to detail.
• Proficiency in Microsoft Office Suite, including strong Excel skills, as well as Word, PowerPoint, and Outlook.
• Accurate and efficient data entry skills with a focus on maintaining data integrity across HR and financial systems.
• Excellent written and verbal communication skills.
• Ability to handle sensitive information with discretion and professionalism.
• Ability to work independently, prioritize tasks, and manage time effectively.
• Strong interpersonal skills and the ability to communicate effectively with diverse individuals and groups.
• Ability to work collaboratively with various teams, particularly in supporting projects and initiatives.

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Work Environment and Conditions:

• Location: Based at the Lee Road branch of Heights Libraries in an office environment.
• Work Schedule: Full-time, typically Monday through Friday. Required to attend board meetings twice a month, usually on the first and third Monday evenings, with the option to flex time to accommodate these meetings.

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Benefits:

• Enrollment in the Ohio Public Employees Retirement System (OPERS).
• Comprehensive benefits package, including medical, dental, and vision insurance.
• Generous paid time off, including vacation, sick leave, and 10 paid holidays annually.
• Paid parental leave to support work-life balance.
• Professional development opportunities to support continued learning and career growth.

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Salary: Starting pay is $18.20 per hour, with final compensation commensurate with skills, experience, and qualifications, within our established pay range.

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About Us:

Founded in 1916, Heights Libraries has a long-standing commitment to serving the diverse needs of our community. While we’ve grown and evolved, our dedication to delivering outstanding library services remains unchanged. We strive to provide a welcoming, inclusive environment where everyone in the community feels seen, heard, and supported.

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Application Process:

To apply, please visit the “Help Wanted” section of our website at [www.heightslibrary.org]. Complete the employment application and submit your resume and cover letter by August 1, 2025.

Applicants must successfully pass a comprehensive background check, drug testing, and be eligible for bonding as part of the pre-employment process.

Heights Libraries is an Equal Opportunity Employer and a Drug-Free Workplace.

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Website:
heightslibrary.org