Summary: This position works under the general direction and supervision of the Library Director independently performing administrative work in support of library operations, functions and programs and maintaining financial records of all funds controlled by the Library Board of Trustees.
Duties & Responsibilities
- Provides information and prepares clear and accurate financial statements to library administration and Board of Trustees as requested.
- Responsible for Board of Trustees meeting notification as required by City and State laws.
- Performs work of a clerical and fiscal nature.
- Deals with the public over the phone or in person in a tactful, pleasant, courteous, and diplomatic manner.
- Purchases equipment and supplies for main library and branches.
- Ensures supply room inventory levels are maintained; orders replacement goods; coordinates organization of supplies.
- Expedites vendor shipments, including completing related telephone and written correspondence.
- Serves as the payroll records specialist to ensure accurate and timely production of weekly payroll.
- Compiles weekly payroll data, making corrections or inquiries as needed to enter in Munis.
- Coordinates with Payroll in the Finance Department for any necessary payroll corrections.
- Reviews the municipal contract as it relates to compensation in consultation with the Library Director and Deputy Director, and interprets and enforces sundry and often complex pay practices.
- Answers inquiries from staff regarding pay, deductions, and payroll-related issues.
- Maintains Personnel files and records of library employees.
- Coordinates with the Personnel Department on employee changes and/or other personnel action changes for the Library.
- Works with the Personnel Department to address questions and resolve discrepancies relating to paid time off (PTO).
- Serves as the reconciliation clerk and accounts payable specialist for the Library.
- Posts financial information using accounting software.
- Prepares and enters invoices and expenditures using Munis, including budget code data to direct funds for payment.
- Verifies balances.
- Maintains files necessary for proper maintenance of records and accounts.
- Processes checks.
- Receives, totals, reconciles, and records cash and check receipts.
- Prepares deposits from cash and checks.
- Provides information for allocation of funds to different library accounts.
- Performs other related duties as required.
Knowledge, Skill and Ability
- Makes rapid and accurate arithmetic computations.
- Maintains confidentiality.
- An understanding of the Munis System is preferred.
- Uses a calculator, photocopier, fax machine, and other office equipment.
Supervisory Responsibilities: This job has no supervisory responsibilities
Qualifications: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Education & Experience: Associate of arts or science in accounting, finance, math or a similar field of study, and five years of related experience or a combination of substantially equivalent education and experience. A bachelor of arts or science in accounting, finance, math, or a similar field of study will substitute for two years of experience. Computer skills and knowledge of software product, including word-processing, spreadsheets, databases, and graphics. Must be proficient in the use of Excel or similar software used to create and update complex spreadsheets used for finance and administration.
Language Skills: Ability to read, analyze, and interpret very complex documents. Ability to respond effectively to sensitive inquiries or complaints. Ability to write routine reports and other communications, and make clear and cogent verbal presentations. Ability to speak effectively before groups of customers or employees of organization. Ability to write reports, business correspondence, and procedure manuals. Ability to effectively present information and respond to questions from groups of managers, library trustees, and the general public.
Math Skills: Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages, area, circumference, and volume. Ability to apply concepts of basic algebra and geometry. Ability to compute rate, ratio, and percent, and to draw and interpret bar graphs or pie charts.
Reasoning Ability: Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.
Physical Demands: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. The employee is occasionally required to walk; stand; use hands to finger handle, or fee; reach with hands and arms; clime or balance; and stoop, kneel, crouch, or crawl. The employee must regularly lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus.
Work Environment: The work environment characteristics described here are representative of those an employee encounters while preforming the essential functions of this job. The noise level in the work environment is usually moderate.
The City of Warwick offers a robust menu of employer provided benefits to include individual and family health and dentalinsurance; paid time off to include holidays, vacation, personal time and sick leave; pension, life insurance, and optional,supplemental retirement plans.
Applicants will be subject to a background criminal check prior to employment. Negative findings may prevent applicant from being considered.
Warwick is a city in Kent County, Rhode Island, the third largest city in the state with a population of 82,999 at the 2023 census annual estimate. It is located approximately 12 miles south of downtown Providence, Rhode Island; 63 miles southwest of Boston, Massachusetts; and 171 miles northeast of New York City. Warwick was founded in 1642 by Samuel Gorton and is known as the second largest city in the state of Rhode Island. This city is known for its location near the salt-water beaches and the abundance of colonial history it has to offer.
External Job Ad
https://www.warwickri.gov/sites/g/files/vyhlif12206/f/pages/library_admin_asst._26-117-1.pdf
Website
https://www.warwicklibrary.org/
Resume & Application packets can be submitted at: https://www.warwickri.gov/personnel-department/webforms/submit-application-or-resume.