ANNE ARUNDEL COUNTY PUBLIC LIBRARY
POSITION DESCRIPTION
Employee Name:
Branch/Department:
Job Title:
Administrative Aide
Grade: 6 GA
FLSA: Non-Exempt
Reporting Relationships: Reports to and works under the supervision of the Executive
Assistant. Contacts include Headquarters (HDQ) staff, branch staff, customers, vendors and
visitors to Library Headquarters.
Supervisory Responsibility: None.
Overall Position Purpose: Varied, technical and clerical work receiving visitors/callers at
Headquarters and providing assistance to the Public Services Department in the areas of
materials processing and borrower services.
Minimum Qualifications: Graduation from high school or equivalency program, supplemented
by basic computer training and one to two years in varied clerical work; or an equivalent
combination of experience and training that has provided the knowledge, abilities, and skills
listed below.
Essential Duties: Examples are illustrative of this class of work; they are not intended to
include all of the essential duties of all positions in this class. Certain conditions, e.g. economic
constraints, staffing patterns, changes in system/branch goals and objectives, etc., may
necessitate changes to the duties described in this job description.
A.
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Reception Duties
Operates Panasonic KX-TDE600 Digital IP PBX telephone system, which receives
all incoming calls.
Sets telephone system for night answer and retrieves messages
Answers and routes call to person/voice-mail or takes message
Manages data on telephone system (adds and deletes staff extensions for example)
Creates and updates procedures for handling telephone system and calls.
Greets, welcomes and screens visitors
Ensures that visitors sign in and use visitor badges
Announces visitors to staff
Refers visitors to other facilities as needed
Provides directions to library branches as needed
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B.
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Scheduling/Training of Desk Substitutes
Prepares monthly schedule requests in advance
Distributes request, schedules reception desk substitutes and makes notification
Provides training on procedures by demonstration and feedback
Makes procedures available to substitutes at desk
C.
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Materials Processing
Logs and distributes daily newspapers
Logs and distributes specific magazines received for review by staff members
Posts Promotional and Public materials – distribute to branches
Maintains Mailing lists and distribute Library Happenings
Posts monthly weeding reminders to branches and procures weeding statistics from
the branch-run reports
Adds Book Discussions to Goodreads each quarter
Requests giveaways from database vendors.
Applies barcodes
Stamps materials with date
Affixes labels
Prepares spine labels
Affixes security targets
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Borrower Services
Processes Daily Online Registrations in Workflows
Processes Daily Returned Email Notifications
Pays bills in daily mail for UMS patrons
Updates ditsy information on Eliza
Updates address and phone numbers each month from UMS report
Registers new on-line customers using workflows
E.
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Clerical Duties
Assists with routine, repetitive clerical tasks as receptionist duties permit.
Separates mail notices and stamp for mailing daily
Monitors/adds postage to meter and communicate with Finance regarding
transaction
Receives, sorts and distributes incoming mail into department mailboxes
Stuffs envelopes, add postage, and sort mailings for departments.
Assists in supporting Board of Trustees by maintaining attendance log and preparing
Trustee Manuals
Maintains and distributes Staff Sign In/Out sheets, Kitchen Duty Log and Vehicle
Log
Updates key staff phone numbers for Snow/Emergency roster
May keyboard forms, letters, envelopes from straight copy
Keeps AskUsNow stats (monthly, only takes a couple of minutes)
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Books annual Virtual Services Committee Meetings on System Calendar, and
meeting room calendar. Adding list of these to group page on Eliza.
Performs other clerical duties as assigned and/or approved by Supervisor
Maintains Dropbox
Assists in updating the AACPL Foundation database
F.
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Other Duties as Assigned
Willingly and cooperatively performs tasks and duties which may not be specifically
listed in the position description, but which are within the general occupational
category and responsibility level typically associated with the employee’s class of
work.
G.
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Work Effectiveness Skills
Consistently meets the standards of the work effectiveness skills required for this
position.
Accountabilities: (include, but are not limited to the following)
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Meets development objectives as established with supervisor.
Maintains good working relationships with administrative and office staff, branch managers,
and system staff.
Performs work in keeping with appropriate technical standards, and the policies and
procedures of the Library System.
Working Conditions:
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Physical Demands: Much use of personal computer. On an occasional basis, lifting and
handling material weighing up to 15 pounds.
Emotional Demands: Some stress related to periods of high-volume activity.
Social Environment: Significant social interaction.
Physical Environment: Typical office environment. Some fluctuations in building
temperature related to HVAC problems can cause some periods of uncomfortable heat or
cold.
Mental Demands: Work is performed in accordance with established procedures, with
some exercise of initiative, judgment, and discretion. Supervisory advice and assistance
are readily available.
Knowledge, Skills, and Abilities:
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Knowledge of or ability to learn the programs, locations, activities, organizations,
services, and personnel of the Library System.
Knowledge of or ability to learn the general service policies and procedures of the
Library System.
Knowledge of or ability to learn staff intranet and Workflows.
Ability to offer a gracious and courteous presence in greeting visitors and responding to
telephone callers.
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Skill in or ability to learn the operation of the telephone communication devices and
system used by the Library.
Ability to handle public and staff inquiries and complaints with tact.
Some skill and ability in keyboarding.
Ability to maintain records and prepare reports.
Ability to understand and follow oral and written instructions accurately.
Ability to learn assigned tasks readily and to adhere to prescribed procedures.
Ability to work calmly and effectively under pressure.
Knowledge and skills necessary to work effectively as part of a team toward the
achievement of common goals and objectives.
AACPL employees work in a diverse environment and are expected to demonstrate respect for and
relate to co-workers and customers from many different backgrounds and cultures. The Anne
Arundel County Public Library is an Equal Opportunity Employer and complies with the
Americans with Disabilities Act. The Library’s policy is to treat all applicants and employees
equally without regard to race, color, religion, age, gender, sexual orientation, national origin, or
disability.
Employee Signature
Date
Supervisor Signature
4
Date