Tuesday, December 3, 2013

MN Job Posting: Library Administrative Specialist

Briggs and Morgan P.A. is seeking a full time Library Administrative Specialist for our
Minneapolis office.

Responsibilities Include:
 Processes invoices for payment, identifies client billing for online services; Submits invoices to
Financial Management, records payments in Excel and in EOS. Runs reports as needed.
 Checks in print and electronic mail and maintains EOS records; periodically runs EOS overdue
report to identify missing items & updates; identifies lapsed subscriptions, adjusts predictions;
enters new serial titles into EOS.
 Maintains library email (processes subscriptions arriving via email, forwards email content on to
attorneys and staff, and deletes older emails); identifies new subscription passwords and relays
information to librarian.
 Prepares and monitors library operating budget.
 Performs collection maintenance activities: contacts publishers, cancels subscriptions, tracks
scheduled orders (tickler system), orders new library materials, re-orders lost materials.
 Shares responsibility for library management system (currently EOS); troubleshoots EOS system
 Has primary responsibility for maintaining St. Paul library collections: includes loose-leaf and
other filing, shelving, and general upkeep of collection. Back-up responsibility for Minneapolis
 Back-up responsibility for processing library materials.
 Edits invoice processing instructions as needed.
 Applies and communicates departmental policies to all firm employees.
 Develops and maintains positive working relationships (treats clients, co-workers and visitors
with respect, is courteous and helpful in all contacts, maintains professionalism under pressure).
 Communicates effectively (able to clearly express ideas/opinions, uses appropriate and effective
communication methods, deals with firm employees and clients openly and honestly, is
receptive and attentive to communication/feedback from firm employees and clients).
 Demonstrates teamwork (is receptive to and acts upon input from others, is willing and able to
compromise as needed, displays willingness to work with all Firm employees, willingly assists
others with overload work as requested and able).
 Demonstrates initiative (contributes new ideas, is self-motivated, obtains/maintains a working
knowledge of relevant areas).
 Demonstrates organizational skills and effective use of time (ability to plan daily work, set
priorities and manage time to ensure work is timely and efficiently completed).
 Demonstrates flexibility (willing to adjust to changes in job requirements and scheduling).
 Exhibits dependability (is present and prepared for work as scheduled, appropriately uses time
off policies, schedules lunch and breaks according to department needs).
 Utilizes firm procedures and resources appropriately to ensure efficient delivery of work product
(firm software applications, word processing, copy center, etc.)
 Adheres to strict confidentiality standards (keeps confidential all information concerning firm
matters and clients).
 Performs other duties, responsibilities and special projects as assigned.

Qualifications Include:
 AA Degree or equivalent.
 Two to three years related work experience, preferably in a law library or special library, with
purchasing and budget tracking experience.
 Strongly preferred: Knowledge of EOS library system.
 Proficiency in Excel
 General computer skills necessary to inventory and maintain databases and tracking
procedures. Ability to organize and prioritize numerous tasks and complete them under time
 Interpersonal skills necessary in order to communicate in person and by phone and provide
information with courtesy and tact.
 Work occasionally requires a high level of mental effort while producing a high volume of
information performing other essential duties.
 Work occasionally requires more than 37.50 hours per week to perform the essential duties of
the position.

Contact Details:
Ellen Drasin
Director of Human Resources and Research Service

Closing date = 12/5/13