EXECUTIVE SERVICES MANAGER

The Dayton Metro Library is seeking a full-time Executive Services Manager who reports to the Executive Director and works at the Main Library in downtown Dayton. The ideal candidate will interact with the Board of Trustees regularly and serves as the parliamentarian at the Board’s meetings. They will be required to complete the necessary steps to become a Notary Public. This person manages the public records requests and works with the Fiscal Officer to ensure that contracts are approved by the County Prosecutor’s office. It is expected that this selected candidate will maintain confidentiality and professionalism at all times. Apply today!

Essential Job Duties

• Assists Executive Director in preparing for Board meetings including the preparation and distribution of agendas and supporting documents, coordinating meeting logistics and accurate recording of minutes. Maintains logs of Board policies. Assists library trustees as needed. Schedules Board Retreats as needed, and ensures that notice of Special Meetings is provided in accordance with State Law.

• Schedules and takes minutes for meetings of committees of the Board of Trustees.

• Serves as parliamentarian for meetings of the Board of Trustees, ensuring compliance with Robert’s Rules of Order and the Constitution and Bylaws of the Board of Trustees of Dayton Metro Library.

• Prepares onboarding packets for new Trustees, and maintains list of Trustees’ appointment dates and expiry information

• Prepares letters, memos, reports, purchase requisitions and other documents for signature. Records and distributes minutes of monthly manager's meeting.

• Schedules and takes minutes for meetings of the Executive Director’s Cabinet, except when directed otherwise.

• Serves as receptionist for Executive Director, maintains calendar and screens visitors. Provides general information in response to public, staff, and Library vendor inquiries. Schedules use of Board Room and Executive Conference Room.

• As directed, sends email correspondence on the Executive Director’s behalf.

• Routes incoming mail, and performs miscellaneous clerical duties. Maintains paper and electronic file systems for documents, contracts and correspondences in compliance with Ohio Records Retention laws.

• Assists in preparing responses to Public Records Requests which may include gathering information, redaction of protected information, and transmitting a response to the initial requestor. Regularly re-certifies with State of Ohio training, on behalf of the Library and its leadership. Maintains a log of all such requests on behalf of the system.

• Provides Notary services.

• Coordinates Executive Director's travel, training, and meeting arrangements.

• Coordinates voter registration for the Library with the Montgomery County Board of Elections. Serves as Voter Registration Agency Coordinator, and educates library staff about the Voter Registration process. Reminds staff of Voter Registration deadlines, and transmits all physical elections and voter registration materials to the Board of Elections within a week of their receipt, or daily during times of high volume, such as the week prior to a voter registration deadline. Liaises with the Board of Elections and answers staff questions about voter registration.

Maintains a list of active committees throughout the system.

• Provides back-up support to Human Resources and Finance. Assists other senior managers as requested.

• Drafts Library Board Policies and Resolutions as requested. Works with relevant managers and directors to ensure such policies are in line with existing or best practices.

-Serves as a liaison to the County Prosecutor’s office. Serves as primary contact for ensuring that new -Board Policies are legally compliant. Serves as primary contact for legal questions concerning Public Records Request. Serves as secondary contact (behind the Fiscal Officer/Finance Director) in ensuring that contracts and agreements are legally permissible.

• Ensures that Library contracts and agreements are included in the Board Agenda for Board approval, in accordance with Library Policy.

• Assesses and redevelops workflows as assigned by the Executive Director or members of the leadership team.

• Assists with maintaining Records Disposal Logs, and refreshing the Records Retention schedules.

• Maintains a knowledge of Ohio’s Sunshine Laws and Open Meetings Act, and ensures system compliance with both.

Job Qualifications

• Bachelor's degree from four-year college or university; or one to two years related experience as an Administrative Assistant and/or relevant training; or equivalent combination of education and experience.

• Ability to read, analyze, and interpret documents.

• Ability to understand and compose general business correspondences and routine reports.

• Ability to proofread and edit letters and reports for internal and external audiences with a high degree of accuracy.

• Ability to speak effectively and clearly when addressing individuals. Ability to apply active listening skills.

-Valid Ohio driver's license, acceptable motor vehicle record, and continuous insurability required. -Must be willing and able to become a Notary Public.