MASSACHUSETTS LIBRARY SYSTEM

JOB DESCRIPTION COLLECTION

BERKSHIRE ATHENAEUM

CLASSIFICATION TITLE:       Supervisor / Specialist II

JOB TITLES:                            Administrative Services Supervisor

GRADE LEVEL:                        10

GENERAL STATEMENT OF DUTIES: The full-time position classified in this grade assists the Library Director in meeting library goals by performing certain specific functions, primarily managing all office functions, including the preparation and analysis of financial, personnel, and other administrative records.  The position requires planning, decision-making and problem solving abilities involving interpretation of library policy and the exercise of independent judgment.  Also performs necessary secretarial and clerical duties in support of the library’s administration.
 

SUPERVISION RECEIVED: The Supervisor / Specialists II works under the general supervision of the Library Director. 
 

SUPERVISION EXERCISED: The Supervisor / Specialists II, in the absence of a supervisor, may be responsible for the supervision of Supervisor / Specialist I, Senior Assistant, Library Assistant II, Library Assistant I, Shelver and Library Helper positions. 
 

DUTIES AND RESPONSIBILITIES:

·         Performs specific tasks assigned by the Director,  including one time and ongoing projects.

·         Serves as the financial and personnel analyst preparing and reviewing finance, personnel and other administrative records maintained for the library.  Recommends to the Director appropriate actions when necessary.

·         Utilizes sophisticated computer software to manage information.

·         Manages administrative office functions.

·         Prepares monthly and yearly statistical reports.

·         Supervises clerical and volunteer help (as available).

·         Answers incoming telephone calls, determines purpose of call, and forwards calls to appropriate personnel or department.

·         Manages the reservations of the library’s meeting space.

·         Performs office clerical/secretarial functions.

·         Uses the department’s office and/or computer equipment and resources,  routinely offers training in its use, and conducts basic diagnostic and maintenance procedures.

·         Must be able to work independently and be self-motivated.

·         Other duties as assigned, including clerical and shelving tasks as required.
 

QUALIFICATIONS: To perform this job successfully, an individual must be able to perform each essential duty successfully with a minimum of supervision, and with a high level of tact and diplomacy.  The requirements noted below are representative of the knowledge, skill, and/or ability necessary.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
 

EDUCATION AND/OR EXPERIENCE:

·         An associates degree in accounting; or three years of related experience and/or training; or equivalent combination of education and experience.  A bachelors degree is preferred.

·         Demonstrated high-level analytical skills with financial data.

·         Demonstrated ability to effectively utilize microcomputer technology with a wide variety of software.

·         Demonstrated proficiency with keyboarding and use of standard office hardware.

·         Demonstrated patience and skill in dealing with general public.
 

LANGUAGE AND/OR COGNITIVE SKILLS:

·         Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. 

·         Superior ability to write reports and correspondence. 

·         Ability to speak before groups of customers or employees of the organization. 

·         Ability to communicate fluently in English.

·         Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals.  Ability to compute rate, ratio and percent and to draw and interpret bar graphs.
 

REASONING ABILITY:

·         Ability to apply common sense understanding to carry out instructions furnished in writing, oral or diagram form.

·         Ability to deal with problems involving several concrete variables in standardized situations.
 

CERTIFICATES, LICENSES, REGISTRATIONS:  A current driver’s license for occasional driving to training programs.
 

PHYSICAL DEMANDS:

·         Routinely required to talk or hear, including oral communication via normal telephone connections. 

·         Frequently required to stand, walk, sit, use hands to finger, handle or feel, and reach with hands and arms. 

·         Ability to operate a keyboard.

·         Routinely lift items weighing up to twenty pounds from the floor to positions overhead.

·         Occasionally required to climb or balance, stoop, kneel, crouch or smell.

·         Special vision abilities required by this position include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus.