Library Department Administrator

Position Description

A skilled administrative position responsible for accounting, recordkeeping and administrative work to support the operations and activities of the Boyden Library; its staff, Director and Trustees.

Essential Functions

Oversees office procedures and provides administrative support to the Library Director. Processes payroll for approximately 20 staff members and maintains personnel records; maintains and submits statistical reports. Reviews weekly staff schedules and public service desk schedules.

Manages all Meeting Room bookings using an online booking system; including accepting requests, determining eligibility, confirming bookings, coordinating schedules and coordinating changes. Manages subscription and renewal data for all library business services, databases, standing orders, newspapers and periodicals.

Develops and administers an expanded fund accounting system for all library staff materials purchasers. Manages cash receipts for public photocopying and printing; prepares cash turnovers for town. Serves as liaison to the Finance department (accounting and Treasurer’s Offices). Resolves billing and payment issues with all vendors. Reconciles library accounts with Finance Department.

Coordinates supplies, furnishings and equipment orders. Submits all maintenance and service requests to the Town’s Centralized Maintenance System. Coordinates maintenance and repair service calls, including follow-up and invoice review. Maintains records of daily patron visits to library. Tracks Trust Fund expenditures and interest accrued: prepares quarterly Trust Fund report for Trustees and Director, and reconciles Trust Fund income reports with Town. Compiles statistics needed for preparation of annual State Aid reports to the Massachusetts Board of Library Commissioners.

Conducts daily tally of all income from Adult and Children’s Room circulation desks; post monies due to Town and Friends of Boyden Library; prepare deposit of library revenue; once a month include in turnover all public printer income and post. Prepares turnover of receipts from gifts, material replacement and fines; prepares turnovers to Friends of Boyden Library.

Attends all meetings of the Boyden Library Board of Trustees in order to record minutes. Compiles, transcribes and forwards to Director minutes of meetings. Once reviewed and approved by the Board distributes for public record.

In the absence of the Library Director, attends the Town Manager monthly Department Head meetings.

Processes invoices; assists with budget preparation; monitors funds; provides information to library staff; prepares monthly and financial reports to Board of Trustees.

Prepares correspondence; answers telephone calls; provides assistance to vendors; processes mail; maintains supplies.

Performs similar or related work as required, directed or as situation dictates. Regular attendance at the workplace is required.

Recommended Minimum Qualifications

High School education; Associate’s degree in related field desirable; two to three years of progressively responsible office experience; or any equivalent combination of education and experience. Relevant municipal and Munis experience preferred.

Supplemental Information

Works under the general direction of the Library Director. Work is performed under typical office conditions; noise level is quiet to moderate; work is subject to seasonal fluctuations and administrative deadlines.

Operates computer, facsimile machine, copier, typewriter, and other standard office equipment. Has contact with town employees and officials, Library Board of Trustees, vendors, and limited public contact. Has access to personnel files and patron information.

Employee is regularly required to walk, stand, sit, speak and hear; uses hands to finger, handle, feel or operate objects, tools, or controls. Able to reach with hands and arms as in picking up paper, files and other common office objects. Employee may be required to stoop, bend and lift or move objects weighing up to 30 pounds. Vision and hearing at or correctable to normal ranges; requires ability to read documents and use a computer.