Job Description
| Nature of Work/Essential Functions |
Online applications beginning March 6, 2023
The Finance Manager oversees the budget and purchasing activities of the Evanston Public Library through the creation of the annual budget and provision of monthly financial reports and through the supervision of the procurement and administrative support staff. The Finance Manager serves as a key advisor to the Executive Director on all fiscal policy matters, including financial reporting; payroll administration; financial planning and financial forecasting; budget development and management; accounts receivable; and purchasing. They work with staff and Library operating departments to ensure that financial policies and practices are consistent with operational needs, and that generally accepted business practices and City policies are followed. The continued development and tracking of performance metrics to report progress on our mission and vision in addition to expenditures is important. Work Schedule: Monday- Friday: 37.5 + Hours per week (potential for hybrid-remote/in-person).
Specific assignment will include some or all of the following:
● Supervises payroll processing and procurement staff; assigns projects and activities; monitors work activity, evaluates performance, initiates and/or reviews discipline.
● Working with Library Managers, coordinates and manages the preparation of the Evanston Public Library’s budget including both revenue and expenditure history analysis and future projections for all funds, and submits recommendations to the Executive Director for final approval. Monitors expenditures to ensure the budget allocations and expenditures are balanced.
● Monitors the cash position of Library funds. Prepares cash forecasts and compares actual cash flow to forecasts for Library funds as needed.
● Assists in coordinating the Library’s Capital Improvement Program. Serves on the Capital Improvement Program team. Plans the funding for the program in keeping with Library and City budget policies.
● Assists in administration of debt programs in accordance with City of Evanston policy. Assists City of Evanston staff in the sale of City debt as required to fund the Evanston Public Library Capital Improvement Program.
● Directs the formulation of financial analyses, reports, work programs, and informational summaries; interprets and summarizes such studies, including budget and investment reports.
● Implements and supervises the reconciliation process of all funds received and expended to ensure accuracy in a timely manner.
● Works with other Library Managers to coordinate financial policies and procedures within overall Evanston Public Library and City goals, objectives, policies and practices.
● Completes all financial reports required by funding agencies including the City of Evanston, State of Illinois, Grantors, Donors and Federal Government Agencies.
● Confers and consults regularly with the Executive Director and other senior staff and officials; makes presentations to the Evanston City Council, Evanston Public Library Board of Trustees and/or other groups as required. Attends night and weekend meetings as required.
● Advises the Evanston Public Library Board of Trustees Finance and Investment Committees.
● Works with the Library’s Development Department as needed for reporting, stewardship and cultivation of restricted support of the Library, provides documentation of budgetary specifics and ensures funds are received and allocated appropriately.
● Develops RFP’s and bids for procurement of products, services, and construction.
● Performs other duties as assigned.
| Minimum Requirements |
● Must possess a Bachelor’s Degree or higher in business or public administration, finance, or substantially similar degree from an accredited college or university. A Master’s Degree in Library and Information Science, Public Administration, Finance or related field is preferred.
● Must possess five (5) or more years of experience in government/municipal finance/library administration, personnel and project management and must possess one (1) or more years of experience in a supervisory capacity or any equivalent experience that offers the following knowledge, skills and abilities:
● Proven ability to effectively manage staff and build and maintain positive working relationships with employees at all levels of the organization.
● Mastery in budget and financial management and a thorough understanding of financial constraints faced by local governments and libraries. Thorough knowledge of theory, techniques and methods as applied to the implementation of public sector management, funding and capital improvements.
● Experience in organizations where participative management concepts and strong customer service prevail.
● Demonstrated skill in sound problem-solving, critical thinking, time management, communications, managerial, budgetary, analytical and decision making skills.
● Demonstrated excellence in communication skills, including written, verbal and listening, including public presentations.
● Demonstrated skill as a manager with a functionally diverse staff. Ability to establish and maintain effective working relationships with a diverse group of City officials, staff and citizens throughout the City and outside of the Library.
● Skill in directing staff, consultants and contractors to meet project goals, deadlines, budgets and specifications including the ability to facilitate meetings and lead project teams.
● Demonstrated skill in business software applications, including but not limited to word processing, spreadsheet, data base, and presentation software; ability to learn and be proficient with the City’s financial management and human resources software system.
● Ability to learn, understand and apply federal and state statutes and financial requirements, City ordinances, rules, regulations, and procedures.
● Ability to read, understand and interpret statutes, rules, regulations, ordinances, policies and procedures, journals, newspapers, memos, letters, reports, legal documents, and financial documents.
● Ability to create project plans and manage multiple projects simultaneously.
● Ability to adapt to changing goals and initiatives. Ability to work under pressure and coordinate numerous activities and groups of people who need to cooperate to achieve maximum efficiency.
● Thorough knowledge of library operations and all applicable library laws, statutes and reporting requirements.
● Thorough knowledge of design concepts, contract document development, cost estimation, scheduling and administration for projects. Working knowledge of building codes, applicable law and regulations.
● Thorough knowledge of consultant selection process, techniques and methods.
● Working knowledge of project management practices and procedures in order to appropriately monitor and evaluate project progress.
● Skill in directing diverse staff, consultants and contractors to meet project goals, deadlines, budgets and specifications including the ability to facilitate meetings and lead special project teams.
● Ability to review requests for payment in terms of contract compliance, successful delivery of required services, project budget, and City practices and procedures.
● Ability to read, interpret and evaluate drawings, specifications, proposals, contracts, design plans, laws, ordinances, codes, rules, regulations, policies, procedures, financial documents, legal documents, memos, journals, research results, correspondence, grant applications, punch lists, contract awards, change orders, as-built plans, technical instructions and manuals.
● Ability to work with statistics as needed including budgeting and cost monitoring.
● Thorough knowledge of policy and process evaluation concepts and the ability to assemble, analyze and organize critical data.
● Skill in assessing procedures, practices and/or policies, and in evaluating them for equity, effectiveness and efficiency; ability to make recommendations regarding possible changes or affirmation of current status to a wide variety of audiences, both verbally and in writing.
● Knowledge of theory, techniques and applications of municipal management and supervision, including operation within a unionized and non-unionized environment.
● Skill in prioritizing short-term and long-term activities.
Additional Info & Requirements
PHYSICAL REQUIREMENTS OF WORK:
Work is performed primarily in a sedentary position.
The employee is subject to inside environmental conditions: protection from weather conditions, but not necessarily from indoor temperature changes.
There are no environmental hazards associated with this classification
Additional Information
SUPERVISION:
Under the general direction of the Executive Director or designee, work is performed with independence; works closely with City officials and Library staff at all levels of the organization. Assignments are received via work requests, e-mails, phone calls, questions, meetings and direct project and ongoing assignments from the Executive Director; employee is responsible for prioritizing work tasks, and for identifying, including, referring and coordinating the appropriate City staff within or outside of the Department in order to resolve a problem or situation. Additionally; this position is responsible to review and oversee staff assigned departmental capital and other projects from inception through construction; projects are developed through the Capital Improvement Program (CIP) in conjunction with the Executive Director, Facilities Manager and Board of Trustees; employee is responsible for prioritizing projects and work tasks, assigning workload to professional staff, periodic reporting of progress, monitoring project budgets, identification of problems and potential resolutions. Work is reviewed through observation, completion of projects, status reports, conferences and meetings with the senior management staff members of the department. Guidance is provided through City Code, Library policies, City operating practices and procedures, Personnel Manual, Purchasing Manual, applicable ordinances, statutes, codes and rules. Work is evaluated formally at least annually, with respect to supervisory skills, project management, adherence to deadlines and budget, ability to work with consultants, contractors and City officials, problem solving ability, financial analysis, customer service, project delivery, written and verbal communications, leadership skills, and performance in accordance with the classification standard.
PUBLIC CONTACT:
The employee has regular and frequent contact with staff and tenants of the Evanston Public Library, visitors to the library locations, citizens, contractors, developers, neighborhood groups, citizen groups, City employees, elected officials and representatives from other governmental and community agencies. Contact may be in the form of personal interaction, phone, written communication, electronic communication, informal and formal
Chosen candidates will be required to provide proof of licenses, certifications, and education required for this position. Candidates will also be subject to qualifying pre-employment processes, including medical examination, drug/alcohol screen, employment verification, and criminal background check.
The City of Evanston is an equal opportunity employer and ensures against discrimination in employment on the basis of a person’s race, color, sex, age, religion, disability, national origin, ancestry, sexual orientation, marital status, parental status, military discharge status, source of income, housing status, or gender identity. The City of Evanston is also committed to accessibility for persons with disabilities. Any person needing mobility or communications access assistance should contact Human Resources at 847-448-8204 or 847-448-8052 (TTY).
HR Info
humanresources@cityofevanston.org