The Administrative Assistant in Human Resources position is a grade 10, Management Support Staff, non-exempt position with a pay range starting at $16.16 per hour. This is a part time, 24 hour per week position. Scheduling will include weekday morning and afternoon shifts.  This position reports to the HR Manager/Deputy Director. Applicants should be able to perform a variety of secretarial and administrative tasks while displaying discretion and confidentiality in addition to having excellent communication skills. Knowledge of human resources functions is preferred. Interested applicants are required to submit a cover letter and resume with their application online through the Mentor Public Library website. Position posted through November 10, 2026 at 12:00pm or until filled.

Title: Administrative Assistant

Grade: 10

Classification: Management; Non-Exempt

Reports to: Assistant Director, Human Resources Manager or Executive Director

Basic Function:

The Administrative Assistant serves as a confidential assistant for the Administrative and the Human Resources Department, performing a variety of skilled secretarial and administrative tasks.

Distinguishing Features of the Class:

The Administrative Assistant performs difficult and responsible secretarial work involving performance of a number of varied secretarial tasks of a wide and varied scope. The work requires the exercise of judgment in the application of prescribed procedures and methods to routine matters. Considerable judgment and tact are required in handling many diverse problems that occur. Employees assigned to this class are required to provide service in accordance with the Library’s mission and core values.

Characteristic Duties and Responsibilities:

• Types, assists, and distributes various agendas, minutes of meeting, letters, memoranda reports, assists with the maintenance of confidential files, including employee records as required or determined by Human Resources Manager
• May assist in the preparation of board agenda material
• Performs a wide variety of secretarial duties
• Attend meetings as needed
• Reviews employee timesheets for payroll
• Assists in New Hire orientations and paperwork
• Processes paperwork for enrollments/changes to insurance and benefits for staff
• Assist in paperwork for Family Medical Leave and works with the Human Resource Manager to ensure compliance
• Responsible for monthly office supply orders
• May maintain and update library policy documents including board resolutions and policies for administrative staff
• May compile and update training and procedure manuals for administration
• May acknowledge donations and gift tributes to the library and records for the fiscal office 
• May assist with recruiting, planning, organizing, and directing the library’s volunteer service program by serving as the volunteer coordinator
• May coordinate training, orientation, and recognition for volunteers 
• Works with Human Resources Manager to create a volunteer handbook and appropriate volunteer files 
• Revise files for compliance with the Records Retention Policy
• Adheres, supports, and implements the library’s mission, policies, procedures, and administrative priorities of the library
• Performs administrative duties in a timely, accurate, and quality fashion; this includes assigned reports, fulfilling planning responsibilities, submitting budget needs requests, and implementing expenditures in a efficient and accountable manner
• Establishes work priorities and ensures work production flows to meet changing requirements
• Maintains current knowledge of library operations, procedures, policies
• May represent the Library on professional and community committees
• Attends professional development workshops when applicable to maintain up to date knowledge and skills related to the department which may require driving the library vehicles
• Maintains good relations with public and staff
• Maintains neat and orderly work areas

Knowledge, Skills, and Abilities:

• Thorough knowledge of modern office practices and procedures
• Knowledge of business English and spelling
• Good knowledge of operations, functions, and scope of library
• Ability to make decisions in accordance with rules and regulations of the library
• Ability to prepare effective correspondence on routine matters and to perform routine office tasks
• Proficiency in the use of word processing, database, and spreadsheet software applications in a network environment
• Ability to work productively independently, in a team environment, and a union environment
• Ability to handle multiple priorities
• Skilled in the taking and transcribing of dictations and the ability to type at least 60 words per minute
• Excellent customer service skills and the ability to exercise good judgment and professionalism
• Exceptional communication skills required for resolving circulation conflicts with patrons
• Mastery of the circulation module of the Library’s automated system
• Ability to maintain confidentiality
• Ability to communicate and work effectively and tactfully with employees and the public to create a positive workplace environment and to present a positive public image with tact and courtesy
• Must be able to embrace change and manage transition in a fast-paced environment
• Ability to manipulate loaded book carts weighing 300 pounds over carpeted floors
• Ability to lift library materials up to 30 pounds
• Ability to perform repetitive reaching, bending, and squatting daily
• Must display tact and courtesy
• Desire and ability to work as a contributing member of a team environment
• Must possess good judgment
• Attention to detail
• Ability to adapt in a changing environment
• Must display thoroughness and dependability

Education, Training, and Experience:

Demonstrated proficiency with MS Office software including Word, Excel, PowerPoint and design software such as Canva, and a high school diploma or any equivalent combination of experience and training which provides the required knowledge, skills, and abilities.

The intent of this summary is to characterize the typical duties and responsibilities that will be required of individual positions assigned to this classification and should not be construed as representing the specific duties and responsibilities of any particular position. Employees may be expected to perform their related duties which are specific to their area that may not be reflected in this class summary.

GENERAL REQUIREMENTS FOR ALL LIBRARY EMPLOYEES

All Mentor Public Library Employees are expected to have and maintain good interpersonal and communication skills; maintain a tolerance and sensitivity to the needs of patrons and staff; maintain a positive and pleasant attitude, and be co-operative with co-workers. All employees shall adhere to the Library’s policies and procedures and support the Library’s mission within the Library and in the community. Employees shall have regular attendance, be flexible with regards to scheduling which includes daytime, evening and weekend hours; and be in adequate physical condition to fulfill the requirements of the job.

This job description explains the nature and level of assignments given to job incumbents. This is not an exhaustive list; therefore other related duties may be assigned.