Accounting Administrator

Description

Under the direction of the Library Director, performs professional accounting work and is responsible for maintaining all financial records and accounts, and provides fiscal administrative support, while applying Generally Accepted Accounting Principles (GAAP).

The following statements are intended to describe the major responsibilities and requirements for this position. It is not to be construed as an exhaustive statement of all duties, responsibilities or requirements.

• Administer financial operations and transactions: Accounts payable and receivable; perform basic banking functions such as deposits, banking transfers, petty cash; credit cards processing, bookkeeping, and audit preparation, monthly and quarterly financial reports, and reconciliation of all banking accounts.
• Responsible for verification and payment of library bills; collect supporting documents, process accounts payable and maintain files.
• Maintain the library’s accounting system by developing and following accounting procedures, expenditure periods and related forms.
• Assist Library Director with budget preparation; assist in the preparation of monthly financials; draft financial, statistical, narrative, and/or other reports as requested.
• Collect and count circulation money weekly; verify tallies; record funds.
• Issue reimbursements from petty cash fund and keep petty cash balance up-to-date per policy.
• Enter accounts payables into accounting software.
• Track donations and grants.
• Meet with Library Director on an ongoing basis to provide information on financial operations and transactions.
• Prepare and maintain payroll records and process bi-weekly payroll and benefits contributions; Process monthly pension contributions for employees.
• Prepare monthly Library Board meeting packets; Attend board meetings and draft meeting minutes.
• Organize office operations and procedures: ensure filing systems and vendor files are maintained and up to date; oversee the records retention schedule as it pertains to the department; ensure protection and security of files and records; coordinate with Systems Administrator to ensure electronic records are backed up and secure. 
• Ensure that supplies needed for the Business Office are available. 
• Ensure that the library’s principles, policies, and programs are consistently practiced; Assure that a positive employee relations position is maintained.
• Participate in professional development opportunities through meetings, seminars, workshops and literature; keep current with trends and employ best practices.
• Maintain physical appearance of library by picking up library materials left on tables, chairs, counters, etc.
• Stay current with changes to procedures and policies affecting department and/or library operations. 
• Perform related work as required and other duties as assigned including working as a team member to provide all library services to the public.

Requirements

The requirements listed below are representative of the knowledge, skills, abilities and minimum qualifications necessary to perform the essential functions of the position:

• Bachelor’s Degree in accounting, general business administration, office management or related field, or equivalent knowledge and experience required.
• Three years of general accounting, office management and bookkeeping.
• Experience in fund and governmental accounting preferred; Applied knowledge in bookkeeping practices.
• Ability to maintain discretion concerning confidential library-related matters within provisions of the Open Meetings Act and other applicable state and federal statutes and regulations.
• Trustworthy; Ability to maintain privacy of staff and public.
• Ability to establish effective working relationships; excellent interpersonal and public relations skills including good, independent judgment, initiative and resourcefulness to work effectively with staff, Trustees, volunteers, library users, and vendors in a team environment.
• Strong organizational skills; stress and time management skills.
• Ability to establish and maintain credibility.
• Sound decision-making skills.
• Comprehensive knowledge of office administration and procedures, library procedures, and automated systems; applied knowledge of various computer programs including word processing, spreadsheet, databases, the Internet, Intuit QuickBooks, and payroll tools (Paylocity preferred).
• Working knowledge of GAAP.
• Working knowledge of manual and automated accounting systems, preferably library specific; skilled in the maintenance of filing systems, both manual and electronic.
• Strong analytical and reasoning abilities, superior numerical skills; maintain a high level of accuracy in preparing and entering information.
• Highly detail oriented; strong follow through skills.
• Ability to prioritize workload and work independently.
• Ability to work under stress; requires flexibility and a willingness to change.
• Prompt and dependable with a strong work ethic.