Categorized | Job Postings, MVLS News

Job Posting – Administrative Associate

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 insuranceetc. 
  • 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: 

Learn more at 

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

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