POSITION:                Administrative Associate

LOCATION:             The Library Center – 4653 S Campbell Avenue – Springfield, MO

Classification:        Full Time

Track:                        Library Specialist II

FLSA Status:           Non-exempt

SALARY:                  Current: $19.91 per hour  July 1, 2026: $21.12

APPLICATION DEADLINE:   Until Filled

This is a full-time position, approximately 40 hours per week. Candidates must be available primarily Monday through Friday from 8:30am to 5:00pm. Some hours outside this time frame may occasionally be required. As a condition of employment, work schedules may change as necessary to best provide user services and to meet the Library’s responsibility to the citizens of Greene County. 

Excellent Full-Time Benefits include paid Vacation, Sick time off, and holiday pay.  Employee Assistance Program, Medical, Dental, and Vision insurance, LAGERS retirement plan, retirement savings, Life and AD&D insurance, and Telehealth.

This position requires a BS/BA degree in a related field.  To be considered for this position TRANSCRIPTS MUST ACCOMPANY YOUR APPLICATION. All candidates for employment must be at least 16 years old.

Education and experience shall be evaluated with regard to recency and quality, as well as quantity.  Based on the number and quality of applicants, applications may be reviewed for qualifications beyond the minimums stated herein.

Proof of United States Citizenship/Authorization to Work in the United States as established by the Immigration Reform Act of 1986 is a condition of employment

Applications may be found online at http://thelibrary.org/work then follow the link provided for this Job Posting

Complete application and submit transcript through our online application process. Direct questions through e-mail to humanresources@thelibrary.org or call 417-616-0589 Monday – Friday 8:30am – 5:00pm.

Individuals with disabilities should request reasonable accommodations in accordance with the Americans with Disabilities Act prior to testing or appointment. The Library is an Equal Opportunity Employer.

Position Summary

The Administrative Associate provides high-level administrative and clerical support to the Executive Director, Executive Team, and Board of Trustees. This role maintains records, prepares reports, coordinates meetings and special events, and ensures compliance with public meeting and records policies. Serving as the first point of contact for visitors and calls, the Administrative Associate represents the Library with professionalism and discretion, handling sensitive information with confidentiality. The position requires strong organizational skills, attention to detail, and the ability to balance multiple priorities while working both independently and collaboratively.

Essential Functions

Answers incoming calls and greets visitors and staff upon arrival to administrative offices

Provides administrative support to the Executive Director, members of the executive team, Board of Trustees and Foundation Board

Performs general clerical duties including, but not limited to, filing print and digital documents and records according to the records retention policy, draft documents and reports, schedule appointments and resources such as vehicle use and meeting rooms, prepares and distributes meeting agendas, and takes minutes for board and special meetings

Builds the Board Packets for monthly and special meetings (Board of Trustees and Foundation)

Provides hospitality, room set-up and clean-up, and handouts for meetings, as well as online invitations and recordings when necessary

Writes minutes, locates and provides any needed supporting documents

Prepares and distributes notifications of public meetings in accordance with RSMO 610.020

Coordinates response to Sunshine Law requests in consultation with appropriate department managers

Processes gift receipts, acknowledgements, and record keeping for Foundation gifts

Coordinates specified supply orders for the district

Retrieves, tracks, complies and scans invoices to be processed by Accounting Associates

Assists with travel arrangements, memberships, and expense reports for the Executive Director

Performs duties with a high degree of professionalism, discretion, and confidentiality

Interprets and implements the Library’s General Conduct Policy

Consistently punctual for work and meetings; Completes assigned duties in a timely manner

Exemplifies professional attitude and demeanor while engaging constituents, including the ability to work and interact with others in a cooperative, pleasant, and constructive manner.

This job description is not intended to be all inclusive; employee may be required to perform other related duties as required to meet the ongoing needs of the Library.

Skills/Job Knowledge

Possess excellent organizational skills with strong attention to detail, ability to prioritize, problem-solve, and take initiative to work independently

Skilled in computer applications such as word processing and database entry, with proficiency in Microsoft and Google products

Excellent written and verbal communication skills

Customer service focus

Education/Experience

Bachelor's degree required

Prior administrative support and office experience preferred

Prior experience working in Non-Profit or Government environment is helpful

Is a licensed and insured motor vehicle driver with a safe driving record

Contact

Works closely with executive director, executive team, board members, administrative staff, and library visitors

Telephone and electronic contact with library staff, vendors, and public

Supervision

Supervised by Executive Director

Physical Demands

Regular computer keyboard, deskwork

May sit for long periods of time

Occasional lifting of supplies and print materials weighing up to 30 lbs.

Working Environment

Primarily indoors with heating and cooling regulated in a general office environment

Open desk environment

Miscellaneous Requirements

Must pass a security background check

The vision for the Springfield-Greene County Library is to be a thriving Library that is an integral part of the lives of the community. Library employees will be expected to embrace the following values:

Collaboration: Work in partnership to strengthen our community

Credibility: Be a source of trustworthy and dependable information

Empowerment: Provide the means or ability to accomplish objectives

Excellence: Be the best in everything we do

Inclusion: Invite and welcome

Innovation: Foster new possibilities

Respect: Treat all people with dignity