JOB TITLE: Administrative Coordinator
DEPARTMENT: Library
DATE: 11/2026
REPORTS TO: Library Director
JOB STATUS: Regular/Full-Time
HOURS/WEEK: 35
SCHEDULE: Monday-Friday

SUMMARY:
Provides highly skilled and responsible work in the performance of a variety of administrative and clerical
tasks as directed by the Library Director. Coordinates administrative support services and related work as
required.

SUPERVISORY RESPONSIBILITIES:
Supervises part-time Library Custodian.

WORKING CONDITIONS:
Work is performed in the Administration office.

ESSENTIAL FUNCTIONS:

• Provides administrative support to the Library Director on routine and special projects; assists Township
  Human Resources and Finance Departments with personnel functions requiring the handling of
  confidential and sensitive information.
• Performs a variety of HR-related functions for Library staff, including onboarding and offboarding
  employees, processing changes in hours and schedules, and maintaining attendance records in the
  timekeeping system.
• Coordinates all staff events, including Staff Development Day, Holiday Party, and promotion and
  retirement celebrations.
• Coordinates scheduling and setup of program rooms for community group use; records reservations in
  the Library’s online calendar, ensuring compliance with Board of Trustees policy and avoiding conflicts
  with library programs.
• Demonstrates strong customer service skills to ascertain patron needs and direct patrons to the
  appropriate person or resource.
• Collects data and prepares administrative and informational reports in support of library circulation and
  collections statistics, cash deposit reconciliations, and Friends of the Library and directed donation
  purchases.
• Prepares agendas and compiles and distributes materials for monthly Board of Trustees meetings;
  disseminates pertinent materials to Library staff, the Township Administrator, and Township Committee
  members; posts approved agendas and minutes to the Township website.
• Works with the Board of Trustees and Director to update the Library’s Policy Manual as needed and
  disseminates new and revised policies to staff; updates staff job descriptions as directed.
• Prepares the annual Library Holiday and Closing Schedule in compliance with Township-approved
  holiday closings and summer hours; disseminates to staff after Board approval.
• Prepares the annual Board of Trustees meeting schedule, ensuring compliance with the Township
  meetings calendar and avoiding conflicts with holiday closings; posts to Library and Township websites;
  and updates as directed by the Board President.
• Oversees the Library Custodian regarding program room setups, supplemental cleaning tasks, and
  small projects.
• Reviews and/or prepares routine and special correspondence, reports, and documents.
• Accepts monetary gifts to the Library; makes recommendations for purchases; writes letters of
  appreciation; and tracks spending, keeping the Library Director and supervisors informed of balances.
• Collects data from multiple sources and prepares information regarding staff and Board of Trustees
  related statistics for Annual Report to the NJ State Library (State Aid Report).
• Maintains paper and electronic filing systems in the Administration office in compliance with NJ records retention requirements.
• Prepares and submits required incident documentation to the appropriate Township departments, including “General Liability Notice of Occurrence/Claim” forms for patron injury incidents and “First Report of Injury” forms for staff injuries.
• Performs other related duties as assigned by the Library Director.

KNOWLEDGE, SKILLS AND ABILITIES:

• Thorough knowledge of general office practices, procedures, equipment, records management and
  administrative techniques.
• Knowledge of basic government budget and expenditure procedures.
• Strong computer skills, including proficiency in spreadsheet, word-processing and database software
  (MS Office, Adobe Acrobat) and timekeeping systems.
• Excellent interpersonal, communication, organizational and writing skills.
• Thorough knowledge of the organization and functions of the Library and its policies and practices.
• Ability to prepare clear, accurate and informative reports and correspondence from a variety of sources.
• Ability to organize, prioritize and perform work independently.
• Ability to establish and maintain effective working relationships with colleagues and the public.

EDUCATION, EXPERIENCE AND SPECIAL REQUIREMENTS
Education: Any combination of education and experience beyond the high school level, with considerable
work experience in administrative assistant functions.
Experience: Requires a minimum of 3-5 years’ experience in an executive office environment. Experience
working in municipal or local government preferred.
Special Requirements: A valid, appropriate driver’s license.