Library Foundation Development and Finance Manager

Job Description

This is a part-time on-site position for approximately 20 hours a week responsible for office duties, including maintaining the Bismarck Library Foundation, Inc.’s (BLF) donor database, preparing correspondence, accounting duties, preparing for meetings, taking minutes, and working with the Executive Director for event planning. Knowledge of donor database software, QuickBooks, and Microsoft Office is necessary.

Supervision Received: Works as a team with the Executive Director under the supervision of the Library Director with oversight from the BLF Board of Directors.

Supervision Exercised: None

Examples of Duties

• Maintains donor records in database software.
• Prepares pledge payment notices once a month for the coming month.
• Prepares renewal notices once a month for the BLF’s annual giving clubs, which provide funds for the operation of the BLF and enhancement of library services.
• Processes all donations by making photocopies of checks and posting to donor database software and QuickBooks.
• Prepares thank-you letters for all donations received.
• Prepares a deposit slip at least once a week for the deposit of funds received.
• Writes checks for any bills, obtains necessary signatures for approval, and posts any debit card expenses in QuickBooks.
• Maintains comprehensive financial records in QuickBooks, prepares financial reports for meetings, and as additionally needed.
• Pulls all necessary records for the annual audit and works with auditors during the audit.
• Prepares a draft of the new year's budget for the Finance Committee to review and edit at their annual budget/grant meeting in the fall.
• Maintains and prepares a mailing list for the BLF newsletter, events, and other mailings in collaboration with the Executive Director.
• Prepares a donor list for inclusion in the BLF newsletter.
• Updates the main floor donor wall each year before the spring event.
• Works with the Events Committee and Executive Director to plan and execute events.
• Prepares any donor/donation reports when requested by the Executive Director and BLF Board of Directors.
• Takes meeting minutes for BLF board and committee meetings.
• Prepares for meetings: orders lunches, prepares reports, and makes photocopies.
• Performs mail merges from the donor database for mass mailings.
• Organizes an annual library employee appreciation day.
• Communicates frequently with the BLF Executive Director, BLF Board of Directors, Library Administration, and Leadership Team members to ensure smooth overall BLF and library operations.
• Performs other duties of a comparable level/type as required.

Minimum Qualifications

• Education and experience:
• Associate degree in Business, Administration, or Accounting required.
• Working knowledge of foundation database software required. Five or more years of experience working for a non-profit foundation preferred.
• Required Knowledge, Skills, and Abilities:
• A general understanding of the principles and practices of foundation work.
• Computer proficiency in Quickbooks, fundraising database software, and Microsoft Word and Excel.
• Office management skills including the ability to: develop and maintain accurate ongoing records of existing and potential donors; maintain financial records using Quickbooks and provide monthly reports; take accurate meeting minutes and quickly provide printed copies; run photocopies; work with mass mailings and mail merges.
• Ability to communicate clearly and effectively.
• Must be able to relate to and work as a team player with the Foundation Executive Director and Library staff.
• Must carry oneself with an attitude of professionalism and integrity with all library stakeholders, including the general public and fellow library employees.
• Must adhere to the Library’s Dress Code Policy and maintain proper personal hygiene.
• Physical Demands and Work Environment:
• The work is typically performed in the library while sitting at a desk or table, or while intermittently sitting, standing, walking, bending, crouching, or stooping. The employee occasionally lifts light and heavy objects.
• 100% on-site requirement: Must be present at designated work locations to perform daily tasks.
• The employee is subject to inside environmental conditions: protection from weather conditions, but not necessarily from temperature changes, and occasionally outdoors for special events, occasionally in cold or inclement weather.