Library Administrative Assistant

Description

The Library Administrative Assistant will support a federal library in the Dayton, OH area. This position provides administrative, financial, and operational support to the Program Manager and project staff while assisting with budget execution, contract reporting, customer communications, and day-to-day office operations. Supporting a specialized scientific and technical library, the successful candidate will help ensure accurate financial tracking, timely preparation of reports and invoices, effective records management, and outstanding customer service in a secure federal contracting environment.

Responsibilities

• Provide administrative support to the Program Manager, project staff, and Government stakeholders to ensure efficient contract operations.
• Assist with budget tracking, financial reconciliations, purchase documentation, and preparation of monthly, quarterly, semiannual, and annual financial reports supporting multiple Government customer organizations.
• Prepare, review, and distribute monthly contract status reports, project metrics, meeting minutes, correspondence, and other contractual deliverables.
• Coordinate invoice preparation and support submission through Government electronic invoicing systems
• Maintain project files, financial records, correspondence, and administrative documentation in accordance with Government and company records management policies.
• Coordinate meetings, schedules, travel arrangements, customer communications, and logistics for project personnel.
• Assist with procurement documentation, vendor communications, purchase requests, subscription tracking, and administrative processing for library acquisitions.
• Monitor office supplies, Government-furnished property inventories, and administrative resources to support uninterrupted operations.
• Maintain spreadsheets, databases, dashboards, and tracking systems using Microsoft Office applications to support project management and financial oversight.
• Support contract transition activities, onboarding of new personnel, quality management documentation, and other special projects as assigned.
• Maintain confidentiality of Government information while ensuring compliance with applicable security, privacy, and contract requirements.

Requirements

Mandatory Qualifications 

• Must be a US citizen.
• Proficient in English.
• A High School diploma or a GED and at least 3-5 years’ experience providing administrative support.
• Proficiency with office production software.
• Knowledge of Adobe Acrobat and creation and manipulation of .pdf documents.
• Administrative and book-keeping experience, particularly financial book-keeping.
• Maintain diplomatic and professional relations with coworkers and others.
• Willingness to gain knowledge of information technology and financial/reporting tools.

Preferred Qualifications 

• Degree in Business Administration, Accounting, Finance, Office Administration, or a related discipline; equivalent professional experience may be substituted.
• Minimum three (3) years of progressively responsible administrative, financial, or office management experience.
• Familiarity with Government financial reporting, budget execution, invoice processing, and contract administration. 
• Advanced proficiency with Microsoft Office Suite, including Excel, Word, Outlook, and PowerPoint.
• Experience using WAWF, PIEE, or other federal financial and procurement systems.
• Excellent organizational, analytical, written, and verbal communication skills.
• Experience preparing reports, correspondence, meeting minutes, and professional documentation.
• Strong attention to detail with the ability to manage multiple priorities and meet deadlines in a fast-paced environment.
• Ability to work independently and collaboratively while providing exceptional customer service.
• Ability to obtain and maintain all required Government security credentials.

Physical Requirements

• Ability to remain stationary for extended periods while performing administrative duties, preparing reports, managing financial records, and using a computer and other office equipment. 
• Ability to frequently operate standard office equipment, including computers, keyboards, telephones, printers, copiers, and scanners, and communicate effectively with employees, customers, and Government personnel. 
• Ability to occasionally move, lift, and transport office materials weighing up to 25 pounds, including files, records, office supplies, and boxed documents, as well as bend, reach, and retrieve materials from file cabinets or storage areas.

Benefits

• Health Care Plan (Medical, Dental & Vision)
• Retirement Plan (401k, IRA)
• Life Insurance (Basic, Voluntary & AD&D)
• Paid Time Off (Vacation, Sick & Public Holidays)
• Family Leave (Maternity, Paternity)
• Short Term & Long-Term Disability
• Training & Development

EEO Statement

The company and its subsidiaries are an equal opportunity employer and celebrate the population of differences and does not discriminate in its hiring/hiring practices, regardless of race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, veteran status, or any other characteristic protected by law.

Nothing in this job specification restricts management’s right to assign or reassign duties and responsibilities to this job at any time. 

Critical features of this job are described under various headings above. They may be subject to change at any time due to reasonable accommodation or other reasons. The above statements are strictly intended to describe the general nature and level of the work being performed. They are not intended to be construed as a complete list of all responsibilities, duties, and skills required of employees in this position.

This job description in no way states or implies that these are the only duties to be performed by the employee(s) incumbent in this position. Employees will be required to follow any other job-related instructions and to perform any other job-related duties requested by any person authorized to give instructions or assignments. All duties and responsibilities are essential functions and requirements and are subject to possible modification to reasonably accommodate individuals with disabilities. 

To perform this job successfully, the incumbents will possess the skills, aptitudes, and abilities to perform each duty proficiently. 

Some requirements may exclude individuals who pose a direct threat or significant risk to the health or safety of themselves or others. The requirements listed in this document are the minimum levels of knowledge, skills, or abilities. This document does not create an employment contract, implied or otherwise, other than an “at will” relationship.