A full-time position that contributes to the mission of the Mohawk Valley Library System by providing administrative support for efficient system operations. 

General Statement of Duties:  The MVLS Administrative Associate contributes to the efficient implementation of the MVLS mission by providing administrative support in the following areas: 

• Facilitates a pleasant and productive office environment by maintaining adequate supplies, a welcoming environment and a comfortable facility 

• Performs accounting tasks including receipts, deposits, purchase orders, purchasing, invoicing member libraries and other clients, entering bills, preparing bills for payment and financial reporting. 
• Supports human resources through payroll & timesheet management, benefits administration and maintaining necessary files, reports and notifications. 
• Contributes to excellent customer service for member libraries by answering telephone calls, maintaining the website, managing schedules, and maintaining contact with members to facilitate effective communications.  
• Contributes to MVLS services by assisting with projects, initiatives, and events. 
• Supports the board of trustees by facilitating meetings, keeping board minutes, maintaining board records, and organizing the board’s annual meeting. 

Typical Work Activities (Illustrative Only): 

• Purchases and manages inventory of office and building supplies including paper, envelopes, soap, paper towels, etc. 
• Maintains communication and contracts with vendors and service providers including lawn service, refuse & recycling, office equipment, security, HVAC, cleaners, etc. 
• Contacts vendors as needed for repairs and occasional maintenance 
• Updates and maintains portions of the organizational website 

• Answers telephone inquiries, handles mail, email, in-person and other regular communications 
• Performs regular accounting tasks for MVLS and the MVLS/SALS Joint Automation Project including receipts, deposits, purchase orders, purchasing, invoicing member libraries and other clients, entering bills, preparing bills for payment, and financial reporting 
• Maintains all payroll records including timesheets, leave accruals, etc. 
• Enters data and performs all activities with the payroll vendor for payroll processing 
• Maintains records and performs all necessary reporting for employee records and benefits including NYS retirement and health insurance, etc. 

• Maintains all office files and records 
• Prepares reports, letters & documents as needed 
• Provides scheduling, record keeping, copying, collating and other organizational tasks as needed for MVLS projects and events. 
• Provides support services for member libraries including die-cutting, disc cleaning etc. 
• Provides support for all board meetings including taking minutes 
• Maintains all records for the board. 

• Organizes the MVLS annual report and annual meeting. 

Preferred Qualifications: 

• AAS degree or certificate in Office Management, Business, Accounting, or a similar field of study 

• Demonstrated experience working in an office environment, 3+ years preferred. 
• Proficiency with MS Office applications, Google Drive, accounting software (QuickBooks) and Wordpress.  Experience with NYS reporting is desirable. 
• Understanding of accounting principles and practices 
• Excellent verbal, written, and visual communication skills, with the ability to tailor messages to different groups including member library staff, system trustees and coworkers 
• Demonstrated commitment to customer service and equitable provision of services  

• Excellent organizational skills 
• Tact and courtesy in dealing with employees, clients, member libraries, and the public 
• Able to work effectively individually and in a team-based environment 

Salary:  Starting at $40,000 with required education and experience; benefits include health insurance, NYS retirement etc. 

The Mohawk Valley Library System is an equal opportunity employer.  Reasonable accommodations will be provided for people with disabilities. 

Apply by resume to: Eric Trahan, Director, Mohawk Valley Library System, 858 Duanesburg Road, Schenectady, New York 12306.  email: etrahan@mvls.info 

Learn more at www.mvls.info 

Review of applications will begin immediately and continue until the position is filled.