Report

Administrative Assistant

Salary

$37k

Min Experience

3 years

Location

Cleveland Heights, Ohio, United States

JobType

full-time

About the job

Info This job is sourced from a job board

Overview

About the role

Description

The Cleveland Heights–University Heights Public Library (Heights Libraries) is seeking a highly organized and detail-oriented Administrative Assistant to support the Library Director and administrative departments at the Lee Road branch. This full-time position plays a key role in ensuring the efficient operation of the Library’s administrative functions.

Working closely with the Library Director, the Administrative Assistant provides high-level administrative and confidential secretarial support. Responsibilities include managing calendars, coordinating meetings and events, preparing reports and correspondence, and maintaining organized filing and record systems.

The Administrative Assistant is responsible for supporting the Library’s Board of Trustees and committee meetings, including preparing and distributing board packets, coordinating logistics, and recording accurate meeting minutes. Additional duties include document management such as editing, formatting, and compiling policies, procedures, and other internal materials.

This position serves as a central point of contact for staff, community members, and external partners, requiring strong communication skills and a commitment to excellent customer service. The ideal candidate demonstrates professionalism, discretion, and the ability to manage multiple priorities in a collaborative, fast-paced environment.

Key Responsibilities:

Provide administrative support to the Library Director and leadership team.
Manage calendars, schedule appointments, and coordinate meetings and events.
Answer and direct phone calls, greet visitors, and provide excellent customer service.
Prepare, edit, and format correspondence, reports, board packets, and internal documents.
Attend Board of Trustees and committee meetings; record and distribute meeting minutes.
Maintain filing systems, databases, and accurate organizational records.
Handle incoming/outgoing mail and manage office supply inventory.
Supports other administrative departments with scheduling, documentation, and communications, as needed.
Assist with staff events, internal communications, and special projects.
Maintain schedules, records, and materials for meetings, audits, and outreach efforts.
Maintain employee records and assist with onboarding, recruitment, and training coordination.
Assist with accounts payable, invoices, expense reports, and payroll data entry.
Maintain financial records, support reconciliations, and track budgets using Excel.
Prepare bank deposits, assist with financial reports, and support audit processes.

Requirements

Education:
• Associate’s degree or higher in Business Administration, or a related field is preferred.

Experience:
• At least 3 years of experience in an administrative role.
• Experience in public libraries or government organizations is a plus.

Skills & Knowledge:
• Strong organizational and multitasking skills with exceptional attention to detail.
• Proficiency in Microsoft Office Suite, including strong Excel skills, as well as Word, PowerPoint, and Outlook.
• Accurate and efficient data entry skills with a focus on maintaining data integrity across HR and financial systems.
• Excellent written and verbal communication skills.
• Ability to handle sensitive information with discretion and professionalism.
• Ability to work independently, prioritize tasks, and manage time effectively.
• Strong interpersonal skills and the ability to communicate effectively with diverse individuals and groups.
• Ability to work collaboratively with various teams, particularly in supporting projects and initiatives.

Summary

Work Environment and Conditions:

• Location: Based at the Lee Road branch of Heights Libraries in an office environment.
• Work Schedule: Full-time, typically Monday through Friday. Required to attend board meetings twice a month, usually on the first and third Monday evenings, with the option to flex time to accommodate these meetings.

Benefits:

• Enrollment in the Ohio Public Employees Retirement System (OPERS).
• Comprehensive benefits package, including medical, dental, and vision insurance.
• Generous paid time off, including vacation, sick leave, and 10 paid holidays annually.
• Paid parental leave to support work-life balance.
• Professional development opportunities to support continued learning and career growth.

Salary: Starting pay is $18.20 per hour, with final compensation commensurate with skills, experience, and qualifications, within our established pay range.

About Us:

Founded in 1916, Heights Libraries has a long-standing commitment to serving the diverse needs of our community. While we’ve grown and evolved, our dedication to delivering outstanding library services remains unchanged. We strive to provide a welcoming, inclusive environment where everyone in the community feels seen, heard, and supported.

Heights Libraries is committed to sustainability as a core value of our work. Sustainability consists of practices that are environmentally sound, economically feasible, and socially equitable. Library employees are encouraged to take an active role in supporting our sustainability goals when performing job duties.

Application Process:

To apply, please visit the “Help Wanted” section of our website at [www.heightslibrary.org]. Complete the employment application and submit your resume and cover letter by May, 22 2026.

Due to the high volume of applications we receive, we are unable to respond to individual inquiries regarding application status.

Applicants must successfully pass a comprehensive background check, drug testing, and be eligible for bonding as part of the pre-employment process.

Heights Libraries is an Equal Opportunity Employer and a Drug-Free Workplace

About the company

Public library system serving Cleveland Heights and University Heights.

Skills

Microsoft Office Suite

Excel

Word

PowerPoint

Outlook