Jobs

The Western Manitoba Regional Library (WMRL) has a staff of 30 individuals in its six branches. Positions include Director of Library Services, Assistant  Librarian, Administrative Assistant, Branch Supervisor, Library Clerk and Student Assistant.  When we are looking for individuals to join our staff, vacant positions will be posted here and they may also be advertised in external print and online resources.

Current Postings:

Administrative Assistant – Part-time (Term): Brandon Downtown Branch

Administrative Assistant

JOB SUMMARY:

The Administrative Assistant will provide a wide range of administrative, payroll, and office support activities for the Director of Library Services, the Programming & Outreach Librarian, and the Western Manitoba Regional Library Board.

HOURS: 

  • This is a part-time term to September 15, 2022, or such earlier date that the regular employee returns to work
  • 5 hours weekly. Monday – Friday from 8:30 AM – 3 PM
  • 2 hours every 3rd Wednesday of the month from 6:30 – 8:30 PM (excluding July, August, and December).

DUTIES AND RESPONSIBILITIES:

  • Act as receptionist for the Director of Library Services and handle public inquiries
  • Head of payroll for approximately 30 unionized and non-union staff – collecting, calculating, entering payroll data, and submitting it on a bi-weekly basis in a payroll processing application
  • Maintaining payroll records for approximately 30 staff, including keeping track of seniority, vacation and sick leave.
  • Open and distribute daily mail, check-in magazines and newspapers
  • Prepare and distribute documents, correspondence, reports etc. as required by the Director/Programming & Outreach Librarian and the WMRL Board
  • Receive inquiries from Branch Supervisors and respond/redirect as required
  • Maintain administrative filing system
  • Record, prepare and distribute minutes from Brandon Staff meetings, Workplace Health and Safety Committee meetings, and WMRL Board meetings
  • Book meeting room space and prepare receipts and invoices as required
  • Check month end reports submitted from Branch libraries. Complete month end report sections for ILL loans, Inter-Branch loans, door count, computer usage and microfilm usage for Brandon Branch
  • Receiving donations, preparing donation receipts and thank-you letters.
  • Prepare monthly petty cash report and prepare and deliver weekly deposits
  • Order office supplies and maintain inventory of same
  • Prepare and distribute Board packages to Trustees
  • Prepare annual order of magazines and maintain a record of items received in Brandon Branch. File claims for missing items for all locations
  • Prepare seniority list annually for MGEU
  • Notify MGEU of names and work locations of new hires
  • Prepare wage reimbursement invoices to MGEU
  • Prepare and distribute letters and invoices to City, Town and RM offices notifying them of levy and rent amounts
  • Maintain record of both collected levy amounts and rent payments from municipal members
  • Prepare Provincial Grant Application including preparation and submission of online Public Library Services (PLS) survey
  • Set-up Annual Report and insert and format written reports, statistical data, and audited financial statement.
  • Distribute copies of the Annual Report as required
  • Attend Library Board meetings, record minutes using Robert’s Rules of Order
  • Act as Secretary to the Board, collecting correspondence, preparing agendas, minutes and setting up meetings.

QUALIFICATIONS:           

  • Grade 12 or equivalent
  • Knowledge of office administration and bookkeeping procedures
  • 50 wpm keyboarding skills

SKILLS:                                 

  • Attentive to detail
  • Well-organized
  • High level of accuracy
  • Ability to maintain a high level of accuracy and confidentiality concerning financial and employee records

Please send your resume and cover letter to Aly Wowchuk, Director of Library Services at aly@nullwmrl.ca

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