Business Manager

Under the general direction of the Library Director, the Business Manager is responsible for the financial operations of the library and performing a wide variety of complex clerical, accounting, customer service, human resources, and administrative activities to assist and support Library staff, the public, and Library-related Boards. The employee in this position oversees the Ground Floor Manager (coffee shop manager within the library).

A regular, Monday – Friday, 40-hour work schedule is required for this position. Attendance at night meetings and special events may be required. Remote work opportunities may be considered for this position.

Salary

$50,856.00 - $66,102.50 Annually

Supervises: Ground Floor Manager

Essential Duties

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. This list is illustrative only and is not a comprehensive listing of all functions and duties performed by the incumbent. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. 

Supervises all financial transactions for the Library, including payment of invoices, cash handling, deposits, petty cash, and staff funds, ensuring compliance with City policies and accurate recording in the City’s accounting software.

Administers purchasing and financial controls, including managing staff purchasing requests, reconciling purchasing-card transactions, assigning proper account codes, and maintaining financial documentation.

Prepares and reports financial records and statements, including Library and Library Foundation financial statements, tax filings, donation tracking, and required quarterly and miscellaneous reports.

Coordinates payroll and timekeeping functions by collecting, reviewing, and reporting employee timesheet information to the Payroll Department in a timely and accurate manner.

Processes and supports personnel functions, including job postings, applicant screening, onboarding, employment verification, and coordination of benefits, leave balances, and required employee paperwork.

Administers and maintains personnel records and compliance requirements, including FMLA documentation, employee handbook updates, interpretation of HR rules and Library Board personnel policies, and coordination with City Human Resources.

Tracks and reports employee-related activities, including training completion, staff anniversaries, leave balances, and distribution and collection of employee timesheets.

Monitors employee access controls, including keys and security codes, maintaining accurate tracking records.

Manages office operations and administrative reporting, including processing circulation and equipment receipts, preparing bank deposits, updating administrative documents and contact lists, and maintaining reimbursement and mileage records.

Schedules and coordinates Library Board, Library Foundation, and management meetings; attends and records official minutes as Secretary for Board and Foundation meetings.

Compiles and reports operational statistics, including monthly room usage, patron foot traffic, and suggestion box submissions.

Participates as a member of the Library management team by contributing to the review, development, and implementation of library policies, procedures, training initiatives, and short- and long-term organizational goals.

Supervises assigned staff, including the Ground Floor Manager, providing oversight, direction, and support.

Coordinates and administers the Library’s volunteer program by processing applications, maintaining volunteer records, distributing and collecting timesheets, and tracking volunteer hours.

Maintains and updates volunteer databases, online applications, and external recognition systems, including the Presidential Volunteer Service Awards account.

Orders and distributes volunteer recognition materials, including service awards, thank-you cards, and gift cards, in accordance with program guidelines.

Follows all safety regulations, policies, and procedures; reports all unsafe conditions and acts to supervisor; reports all accidents to the supervisor immediately whenever possible; follows recognized safe work practices.

Performs other special projects and other job duties as assigned or required during regular and non-business hours.

All employees may be assigned by the City Manager or their designee to perform duties and assume responsibilities that are outside the scope of their work duties when the City Manager has declared a City disaster or the City Emergency Operations Center has been initiated. 

Minimum Position Requirements/Qualifications

The requirements listed below are necessary to perform the essential duties of the position.

• Graduation with Associate Degree or equivalent.
• A minimum of 2 years of experience in public libraries or retail work is required.
• A minimum of 2 years of supervisory experience is required.
• A valid, state-issued driver’s license at time of hire is required.  Access to personal or public transportation for job-related duties.

COMPETENCIES
For successful performance in this position, the incumbent must demonstrate the following knowledge, skills, abilities, and behaviors.

Knowledge: 

• Working knowledge of financial software and Microsoft Office.
• General knowledge of accepted accounting principles and financial analysis relating to public sector or non-profit accounting and financial reporting.
• General knowledge of labor laws and employment regulations.

Skills: 

• Organizational and time management skills to prioritize duties and accomplish a high volume of work product while adapting to constant changes in priority.
• Exceptional communication skills, both verbally and in writing, paired with a strong customer service background, and effective interpersonal skills.
• Collaboration skills to effectively work with others to achieve common goals through communication, teamwork, and problem-solving.
• Accurate record-keeping and data-reporting skills to prepare and present standard reports.
• Basic level of technical proficiency skills, including computer applications and software such as Microsoft 365, Adobe Acrobat.
• High level of accuracy and attention to detail.

Abilities: 

• Ability to compose routine correspondence and routine reports in a clear, concise, logical, and effective manner, utilizing proper grammar, spelling, punctuation, sentence structure, and tone.
• Ability to perform basic mathematical calculations, including the ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals, and compute percentages. 
• Ability to work under pressure in a fast-paced environment with fluid priorities, frequent interruptions, and multiple, sometimes competing work assignments, with accuracy and attention to detail.
• Ability to learn and apply new technology and software.
• Ability to perform work duties under minimal supervision and operate within policy guidelines using independent judgement in achieving assigned tasks.
• Ability to timely formulate, plan, and implement effective projects and programs.
• Ability to comply with all safety policies, practices, and procedures, and report all unsafe activities or conditions to supervisor.
• Ability to gather and analyze information and data and make appropriate recommendations within the scope of position responsibilities.
• Ability to work with diverse group of individuals in a positive, supportive fashion to solve problems, generate ideas, and accomplish department and Library goals; have a positive record of team building, including a reputation for dealing fairly and effectively with all employees.
• Ability to maintain a valid, state-issued driver’s license.

Behaviors: 

• Establish and maintain effective working relationships with the Library Director, administrative staff, Library Board members, Friends of the Library, Library Foundation, City Accounting and Human Resources staff and other City staff, outside governmental agencies, vendors, maintenance personnel and the general public.
• Exhibit exceptional professionalism, tact, and decorum in all areas of work duties.
• Strong ethics base built upon integrity, honesty, initiative, and respect; maintain strict confidentiality. 
• Interact positively with a diverse group of individuals and work effectively both as part of a team and independently.
• Embrace and actively promote an inclusive and equitable work environment. 
• Conduct all business and working relationships in an accurate, fair, equitable and highly ethical manner. 
• Work with the public in a fair and consistent manner, maintaining objectivity and excluding personal bias while performing job duties
• Reliable, timely, and proactive in the completion of duties, meeting deadlines and responding to inquiries.
• Work with others in a positive and supportive manner to solve problems, generate ideas, and accomplish division and City goals.

For a full job description and application, click the application link.