Administrative Assistant - Library

Hawkeye Community College

Main Campus

Application Deadline

Apply By Nov 20th, 2019


Not Specified


Waterloo, IA




Not Specified

Minimum Education

Associate's Degree

Library Experience

Not Specified

Supervisory Experience

Not Specified

Type of Library


This job is more than 3 weeks old or the application deadline has passed.

Job Description

This position is responsible for providing excellent customer service, maintains customer confidence and protects operational integrity by keeping information confidential, and provides support for a variety of special projects, committees, functions, and activities.

Additional Info & Requirements


  • Associates degree and two years office experience or equivalent combination of education and experience.
  • Minimum typing speed of 40 net words per minute.
  • Working knowledge of basic library resources.
  • Must be highly proficient using all Microsoft Office and/or Google programs.
  • Knowledge of recordkeeping principles and practices and ability to prepare records and reports.
  • Ability to work independently, respect confidentiality, and to prioritize multiple tasks and projects.
  • Aptitude to analyze and improve office procedures.
  • Ability to understand and follow complex oral and written directions.
  • Ability to work with and provide customer service for diverse populations (faculty, staff, students, and general public).
  • Ability to work effectively in a collaborative team atmosphere.
  • Ability to respond to emergency situations and exercise sound judgement.
  • Must project a positive professional image
  • Administrative writing skills, reporting skills, scheduling, organization, time management, office equipment maintenance, travel logistics, and verbal communication skills.


  • Library work experience.


Full time position with comprehensive or competitive benefits program including health, dental, vision, life, and LTD insurance, a Section 125 plan for medical and dependent care expenses; holiday, personal, sick, and vacation leave; and a choice of retirement programs—IPER (defined benefit) or TIAA (defined contribution).

The Community

ESSENTIAL JOB FUNCTIONS: Important responsibilities and duties may include, but are not limited to, the following:

  • Assists and maintains supervisor’s appointment schedules by planning and scheduling meetings.
  • Prepares reports by collecting and analyzing information.
  • Prepares and completes College, federal and state government records, reports, and surveys.
  • Produces information by transcribing, formatting, inputting, editing, retrieving, copying, and transmitting text, data, and graphics.
  • Ensures operation of office equipment by completing preventive maintenance requirements; following manufacturer’s instructions; troubleshooting malfunctions; arranging for repairs; maintaining equipment inventories; evaluating new equipment and techniques.
  • Welcomes guests and customers by greeting them in person or on the telephone and by answering or directing inquiries.
  • Oversees correct distribution and disposition of notices, memoranda, directives, and related materials.
  • Assists in monitoring budgets and prepares purchase orders.
  • Prepares written responses to inquiries from staff and the general public for approval by the supervisor.
  • Contributes to team effort by accomplishing related results as needed.
  • Supervises student employees and/or coordinates volunteers.
  • Performs other duties as assigned.

POSITION SPECIFIC RESPONSIBILITIES: Important responsibilities and duties may include, but are not limited to, the following:

  • Operates integrated library system and other specialized library software.
  • Completes all tasks for and oversees the circulation of library resources and the maintenance of an accurate patron database.
  • Maintains and follows library manual of circulation procedures and practices.
  • Issues overdue material notices and billing letters and maintains accurate records.
  • Manages instructional reserve materials.
  • Processes periodicals for circulation and assists with processing other library materials.
  • Updates library procedure manuals.
  • Directs students and staff to appropriate library resources or reference librarian.
  • Oversees maintenance of library stacks and reading areas.
  • Works as back-up for weekend and evening shifts, on rotation with other staff.

HR Info


Posted Nov 7, 2019