Position: Assistant Chief of Administrative Services
Reports to: Library Director/Assistant Library Director (Admin Office)
Hours: 37 ½ hours a week – 9:30 a.m. – 6:00 p.m.
Primary Responsibilities
Creates vendor profiles, purchase orders and vouchers, manages accounts payable/receivable, monitors accounts, transfers funds as needed, and prepares funds for the annual audit, including year-end financial reports. Coordinates with all Departments to ensure library supplies that are needed are selected, ordered, received, and paid for on time; maintains a library supply inventory.
Processes incoming invoices and records accurate figures and statements for payment.
Records incoming cash, donations, and other library fines and fees.
Reconciles the cash accounts of the library to bank statements for the Library Director’s review. Deposit daily receipts in the bank 3x weekly.
Maintains accurate and proper records of private donations and grant awards activities. Keeps clear and accurate account records and provides monthly and annual financial transaction reports and other confidential reports as needed to the Library Director or the Library Board.
Assists the Library Director for the annual NJ State Library Per Capita Aid Application and other reports as needed.
Assists the Library Director to ensure compliance with New Jersey State regulations for purchasing, record retention, etc.
Works collaboratively with the City on various financial activities.
Solicits auditor proposals for annual budgetary review for fiscal oversight and grant funding purposes. Annually creates the Library budget based on historic expense patterns.
Prepares financial component of grant applications and reports. Coordinates requests for proposals and bidding process.
Reviews vendor contracts and advises Library Director. Other Duties
Tracks and reports on all manner of time for employees’ attendance and absences with input from the Department Heads and in accordance with contractual allotments. (Back up person) Prepares/files employment verification request from employers or financial institution regarding employee on staff at the direction of Library Administration.
Additional duties as may be assigned by the Library Director/Assistant Library Director.
Requirements
College education is required. Accounting/Finance background a must. Proficiency in QuickBooks or other accounting software highly desirable. Ability to work with technology and productivity software such as Microsoft Office. Ability to establish and maintain essential library records and files. A strict adherence to privacy and confidentiality is required. Must be able to meet deadlines as needed. Preference given to candidates with previous library and/or municipal government experience.
Salary $70,000.00 (Minimum) Benefits The position offers medical, paid vacation, personal and Sick-time. The Library participates in the State PERS Pension plan. Civil Service. ESPA bargaining unit.
Application Requirements
Cover Letter Current Resume Send via email to: Pamela V. Holmes (pholmes [at] eopl.org) East Orange Public Library 21 South Arlington Avenue East Orange, NJ 07018