Library - FT Business Manager

General Summary

Jefferson-Madison Regional Library is seeking candidates to be considered for a Business Manager position at the Central Library who are highly motivated and who support JMRL's Mission Statement to foster personal growth and life-long learning for all by connecting people with ideas, information, and each other.

The preferred starting salary for this position is $31.40 hourly ($65,301.60 annually). Starting offer is based on applicable education, experience and internal equity. This is a full-time, exempt, position which provides excellent benefits including 13 paid holidays, plus paid vacation and sick leave, health insurance options with employer contribution, employer-paid life insurance, City's retirement options, gym membership reimbursement, and continuing education/training opportunities.

• For a general summary of benefits offered by the City, please click the 'benefits' tab on this posting, or visit https://www.charlottesville.gov/1047/Employee-Benefits.
• The City of Charlottesville manages its own retirement system and does not participate in VRS; however, the City has a Portability Agreement with VRS and there are certain provisions that must be met. If questions pertaining to the Portability Agreement, please contact the City's Benefits Administrator at 434-970-3462.

Essential Responsibilities and Duties

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable accommodations will be considered to enable individuals with disabilities to perform the essential functions. The essential functions of the job are not limited to those listed in the job description. The JMRL retains the discretion to add to or change the duties of the position at any time.

• Directs development, preparation, and justification of JMRL's budget, under the supervision of the library director. Responsible for the accounting of that budget each fiscal year.
• Performs complex administrative work for JMRL that requires interpretation and judgment to include preparing the library's budget (with the library director), monitoring, verifying and depositing cash fund and other financial transactions.
• Oversees the regional library physical plants. Coordinates maintenance, repairs, and upkeep of library facilities with jurisdictional partners and outside agencies.
• Coordinates the acquisition, development, and maintenance of JMRL's facilities and capital improvements.
• Develops sources and procures all materials, supplies, and contracts for library operations, and building, grounds and fleet maintenance and repair, interfacing with various local and national vendors.
• Executes accounts payable for all library operations by processing bills and monitoring budgetary impact.
• Reviews financial status, prepares spreadsheets, reports, and related documentation.
• Serves as financial liaison with JMRL's fiscal agent, the City of Charlottesville, which may include serving in a backup capacity for time entry processing and recordkeeping.
• Prepares and keeps necessary information for annual audit and reporting to the State Library. Reviews drafts of these reports.
• Plans and supervises all accounting functions in JMRL.
• Advises Library Director on policy matters relating to JMRL fiscal operations.
• Oversees the development of all contracts and cooperative agreements in conjunction with JMRL's fiscal agent, the City of Charlottesville.
• Serves as primary liaison with JMRL insurance provider, including claims filing.
• Prepares and delivers shipments of supplies and equipment to branches and/or directs others in doing the same.
• Coordinates surplus equipment disposition among all JMRL branches and to the city's surplus warehouse.
• May serve as Acting Library Director in the absence of the Director and Assistant Director.
• Responsible for appropriate use and maintenance of JMRL equipment, tools, and other resources, including work time.
• Regular and reliable attendance.

• Performs additional duties to support operational requirements as apparent or assigned.

Education, Experience and Skills

Education and Experience:
Minimum Qualifications: Candidates may qualify by demonstrating the required knowledge and skills outlined for the job through experience(s) other than formal education.

• Master’s degree in business or public administration, and 3-5 years of progressively responsible related experience with bookkeeping, accounting, and records management, including budgeting experience.

• Bachelor’s degree in business or public administration, and 5-7 years of progressively responsible related experience with bookkeeping, accounting, and records management, including budgeting experience.

• Associate’s degree in business or public administration, and 7-9 years of progressively responsible related experience with bookkeeping, accounting, and records management, including budgeting experience.

• An equivalent combination of education and experience may be considered in lieu of the specific requirements listed above.

• Valid Virginia driver’s license and maintain acceptable driving record.
• Required to successfully pass a pre-employment background check

• Knowledge of industry standards and best practices for budget development and implementation.
• knowledge of records retention principles, including legal and regulatory requirements
• Knowledge of financial reporting procedures, including compliance with regulatory requirements and the preparation of financial reports.
• Knowledge of accounting and bookkeeping software, and ability to apply sound accounting principles for accurate financial management.
• Knowledge of procurement processes and vendor management for acquiring and maintaining necessary supplies and services.

• Intermediate: ability to read and understand written materials such as newspapers, magazines, journals, multi-step instruction manuals, and reference materials.

• Intermediate: ability to write reports, prepare materials such as business letters, explanations, and summaries with proper format, punctuation, spelling, and grammar, using all parts of speech.

• Intermediate: Ability to work with and understand number systems; simple formulas, practical application of fractions, percentages, ratios/proportions and measurement such as technical specifications, budget preparation and financial operations.

• Intermediate: Ability to establish and maintain positive working relationships with colleagues, other government and community agencies, vendors, and the general public Contacts may involve stressful, negative interactions requiring high levels of tact and the ability to respond to aggressive interpersonal interactions. Elements of persuasion may be necessary to gain cooperation and acceptance of ideas.

• Requires Limited Direction: normally completes work according to their own judgment, requesting supervisory assistance occasionally. Special projects are managed with little oversight and assignments may be reviewed upon completion. Performance reviewed periodically.

• Skilled: Comprehensive, practical knowledge of a technical field with use of analytical judgment and decision-making abilities appropriate to the assigned and apparent job responsibilities. Intermediate skill in Microsoft Office applications and/or departmental software.

• Oversees budget preparation of department budget. Reviews and approves expenditures of significant budgeted funds for the department and does research and prepares recommendations for department budget expenditures.

• No responsibility for direction or supervision of others.

• Time pressures.
• Working closely with others as part of a team.
• Performing multiple tasks simultaneously.
• Performs tedious or exacting work.
• May require dealing with angry, frustrated and/or upset individuals.
• Independently balance multiple complex tasks.

Physical Conditions & Additional Information

Physical Demands:

• Medium: Exerting up to 50 pounds of force occasionally, and/or up to 25 pounds of force frequently, and/or up to 10 pounds of force constantly to lift, carry, push, pull or otherwise move objects.
• Work requires bending, stooping, reaching, grasping, lifting, carrying, pushing, and pulling.
• Must be able to communicate information and ideas so others will understand. Must be able to exchange accurate information in these situations.
• Ability to observe details at close range (within a few feet of the observer).

• Typically requires use of standard office equipment and telephone, and related software and hardware; and any other equipment as appropriate or as assigned.

• Work is performed in office environment where there may be exposure to computer screen for extended periods of time, monitor glare and dust.
• The noise level in the work environment is usually quiet.

The City of Charlottesville is an Equal Opportunity Employer and supports workforce diversity at all levels of the organization. The City prohibits discrimination on the basis of race, color, creed, religion, national origin, ancestry, citizenship status, age, sex or gender (including pregnancy, childbirth and pregnancy-related conditions), gender identity or expression (including transgender status), sexual orientation, marital status, military service and veteran status, physical or mental disability, genetic information, or any other characteristic protected by federal, state or local laws. The City is dedicated to this with respect to recruitment, hiring, placement, promotion, transfer, training, compensation, benefits, employee activities, access to facilities and programs, and general treatment during employment.

Requests for reasonable accommodation by individuals with disabilities may be requested by contacting Human Resources at (434) 970-3490 or hr@charlottesville.gov.

The City of Charlottesville conducts job related background checks, reference checks, and pre-employment drug tests, in accordance with federal, state, and local law, of applicants who reach the final stages of the employment selection process. The City’s policy has not changed because of the decriminalization of marijuana in the Commonwealth of Virginia. Marijuana remains an illegal drug under federal law, and it continues to be a violation of the US Department of Transportation regulations and the City’s policy prohibiting employees from testing positive for marijuana.