Associate Manager Business: Support Services

Job Description

WAGE: $26.49 - $42.11 DOE/DOQ

DEPARTMENT: Library

PERSONNEL STATUS: Full Time

BENEFITS: Health, Dental, Vision, Retirement, 401k match, Sick/Vacation, Life Insurance, Short-term Disability, Accident, Critical Illness; Parental Leave; Maternity Leave

JOB OVERVIEW:

As a member of the Library's supervisory team, under the supervision of the Business Office manager, this employee carries out general business office functions such as processing deposits, invoices, and requisitions; provides front-line customer service to visitors (patrons, vendors, service providers, Board members, County representatives, job applicants); provides notary public service; implements record-keeping procedures; and uses accounting software to process business transactions in accordance with County regulations.

ESSENTIAL FUNCTIONS:

Receive visitors and telephone calls to Library Business Office in an objective manner, referring concerns and questions to appropriate employees

Prepare reconciliations for bank accounts on a timely basis

Reconcile and prepare deposits for daily cash receipts and ensure accuracy and proper fund allocation and resolve discrepancies promptly; and securely deposit cash receipts with financial institutions and county treasurer

Issue refunds to Library patrons following established procedures.

Requisition purchase orders and process invoices for payment ; make requests to accounts payable according to county policy and state law

Coordinate deliveries from vendors and manage supply inventory; provide essential supplies and resources to library staff, supporting daily operations and programming

Process invoices for payment, monitor accounts payable to ensure timely payments, resolve issues with county departments and vendors, reconcile discrepancies, and ensure accurate financial reporting

Review payroll timekeeping records for accuracy and assist employees and supervisors with time adjustments as needed; generate payroll reports; review and approve payroll transactions within the established authorization framework; work with county Human Resources to troubleshoot and resolve time record system issues, ensuring smooth payroll processing

Assist with hiring of new employees; review onboarding paperwork with new employees

Coordinate processing of paperwork required to onboard volunteers

Maintain GRAMA records requests, incident reports, and other legal records to support the library's administrative and legal obligations

Serve as a notary public, providing notarization services to the public in accordance with state laws and regulations

Proofread and edit documents to ensure accuracy, clarity and adherence to the library's style guide

Maintain standard office equipment such as printers, copiers, and scanner/fax machines

Preserve the safety, appearance, and condition of Library facilities and property

Any one position may not include all of the duties listed, nor do the listed examples include all duties which ma...