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Position:                    Executive Assistant (Administrative Officer I)

Location:                    HCLS Headquarters - Bay St. Louis, MS

Available:                   September 2018

Deadline:                    Position open until filled


The successful candidate will possess the following:


  • Associate’s Degree or 60 semester hours of college coursework.Experience working with automated accounting system; Experience with Quick Books preferred.
  • Ability to maintain confidentiality.
  • Ability to initiate and maintain filing system.
  • Experience in HR preferred.
  • Excellent computer skills with proficiencies in Microsoft Word and Excel. Able to manage email, fax, and electronic communications.
  • Excellent personal communications ability; knowledge of telephone etiquette.
  • A valid driver’s license.

SALARY:   Dependent upon qualifications and experience.

WORK HOURS:  40 hour work week; normal work schedule M-F 8:00 – 5:00pm.  May require occasional evening and weekend hours.  This position is considered salaried/non-exempt.|


Under direction of the Business Manager, the person holding this position will perform administrative-level work to assist Business Manager with operations and management of Business Office, including: invoicing, ordering materials and supplies, and payroll.  The person holding this position will also assist the Executive Director in operations and management of Hancock County Library System, including: management of administrative office, filing, policy writing, and branch assessment. 

Duties include, but not limited to:



  • Greets visitors and answers phone calls to the administrative office, taking messages and returning calls as needed.
  • Assists Executive Director in operations of HCLS Administrative Office:  answers telephones, filing, note taking, correspondence, preparing reports, and HR records management.
  • Assists Business Manager in operations of HCLS Business office: basic bookkeeping tasks, manages purchasing, makes deposits, issues purchase orders, assists with annual audit.
  • Orders and receives supplies and equipment in accordance with Mississippi purchasing laws.
  • Balances daily cash receipts and prepares daily deposits.
  • Prepares monthly docket of claims; issues checks for claims and enters into automated accounting system
  • Serves as purchasing agent for HCLS system
  • Maintains confidential personnel actions, payroll, and employee information.
  • Assists Executive Director as necessary in preparation of arrangements for team, board and other meetings.
  • Serves as vendor liaison for HCLS system.
  • Provides clerical support for administrative offices.
  • Maintains and promotes the characteristics of excellent customer service in assigned area of responsibility; Conveys a warm, respectful and un-patronizing attitude toward Library users. Listens carefully, asks questions, as necessary.
  • Interprets, communicates and carries out policies, procedures, and established practices of the Hancock County Library System.
  • Carries out other administrative-level support and accounting duties as assigned.

TO APPLY: Must meet min qualifications to apply.  Must submit a resume and HCLS application to be considered for the position.  Submit to Jennifer Baxter ( ), Executive Director, at the Hancock County Library System 312 HWY 90 Bay St. Louis, MS 39520 (228) 467-6836. HCLS is an Equal Opportunity Employer. Position open until filled.  Due to high volume of applicants, we may not be able to respond to every candidate.