Administrative Specialist

Full-time, Non Exempt Position


Under supervision of Administrative Coordinator, performs a variety of clerical duties for the Winnefox Library System and Oshkosh Public Library.


Essential Duties


The following is a list of representative duties, as such, it is not meant to be exclusive.  Other duties may be assigned that may reasonably follow and relate to essential tasks.  This job description may be modified from time to time as the needs of Winnefox Library System and the position change.


  1. Working with Financial Records, performing such duties as in-putting data into a financial management system such as QuickBooks Pro; creating reports using computer software; coding invoices for payment and cutting checks; assisting with payroll, accounts payable, accounts receivable, etc.
  2. Working with Excel spreadsheets, performing such duties as:  in-putting data and creating statistical reports including tables and charts; creating and modifying formulas within spreadsheets; etc.
  3. Performing receptionist duties such as answering the phone; greeting members of the public; taking and forwarding messages for other system staff; reserving meeting rooms; stuffing envelopes; etc. compilation of material orders for member libraries; photocopying, and postage reports, etc.
  4. Using Access database management software to maintain address lists, workshop registrations, meeting room bookings, equipment reservations, etc.
  5. Using word processing software to transcribe meeting minutes; compile newsletters; produce general correspondence, legal notices, reminders, contracts, board reports, etc.
  6. Working with other clerical tasks such as delivery of material to and from system libraries; assisting with workshop preparations by making coffee, obtaining bakery, making lunch reservations, etc.; routine acquisition of supplies; updating manuals; performance of other duties as required.




  1. Ability to effectively present information and respond to questions from staff and the public.
  2. Ability to learn assigned clerical tasks quickly.
  3. Ability to follow detailed oral and written directions.
  4. Ability to operate library business machines properly
  5. Ability to work independently, organize and prioritize work, respond to varied/changing work demands and make decisions as required.
  6. Excellent interpersonal skills and ability to maintain and foster cooperative and courteous working relationships with the public, peers and supervisors.
  7. Keyboarding, filing and proofreading ability.
  8. Willingness to maintain skills in above-mentioned areas through active participation in appropriate continuing education activities.
  9. Excellent working knowledge of English grammar and spelling.
  10. Proficiency in a variety of office and financial management software such as Microsoft Office including Microsoft Word, Excel, Access, and QuickBooks.




  1. Typical office environment
  2. Ability to work in confined spaces
  3. Bending/twisting and reaching
  4. Far vision at 20 feet or further; near vision at 20 inches or less
  5. Fingering:  keyboarding, writing, filing
  6. Lifting and carrying 50 pounds or less
  7. Pushing and pulling objects weighing 60-80 pounds on wheels
  8. Sitting, standing, walking, climbing and stooping
  9. Talking and hearing; use of the telephone




  1. Ability to apply technical knowledge.
  2. Ability to comprehend and follow instructions:  effectively follow instructions from supervisor.
  3. Ability to deal with abstract and concrete variables.
  4. Ability to interpret technical regulations and instructions.
  5. Communication skills:  effectively communicate ideas and information both in written and verbal form.
  6. Mathematical Ability:  calculate basic arithmetic problems (addition, subtraction, multiplication and division) without the aid of a calculator.
  7. Reading ability:  effectively read and understand information contained in memoranda, reports and bulletins, etc.
  8. Time Management:  set priorities in order to meet assignment deadlines.
  9. Ability to operate computer workstation and other business machines with speed and accuracy.




Calculator, Fax Machine, Postage Machine, Photocopier, Electric Paper Punch, Computer Workstation, Telephone, Typewriter and similar office equipment.




High school diploma or equivalent with a minimum of two years relevant office experience or a combination of education and experience judge sufficient to carry out the essential functions of this position.




Evaluation of applications; skills tests; interviews