Business Manager

Under the general direction of the Library Director, the Business Manager is responsible for the financial operations of the library and performing a wide variety of complex clerical, accounting, customer service, human resources, and administrative activities to assist and support Library staff, the public, and Library-related Boards. The employee in this position oversees the Ground Floor Manager (coffee shop manager within the library).

Reports to:

Library Director

Has regular work contacts with Library Director, administrative staff, Library Board members, Friends of the Library, Library Foundation, City Accounting and Human Resources staff and other City staff, outside governmental agencies, vendors, maintenance personnel and the general public.

Supervises:
Ground Floor Manager

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. This list is illustrative only and is not a comprehensive listing of all functions and duties performed by the incumbent. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Supervises all financial transactions for the Library, including payment of invoices, cash handling, deposits, petty cash, and staff funds, ensuring compliance with City policies and accurate recording in the City’s accounting software.
• Administers purchasing and financial controls, including managing staff purchasing requests, reconciling purchasing-card transactions, assigning proper account codes, and maintaining financial documentation.
• Prepares and reports financial records and statements, including Library and Library Foundation financial statements, tax filings, donation tracking, and required quarterly and miscellaneous reports.
• Coordinates payroll and timekeeping functions by collecting, reviewing, and reporting employee timesheet information to the Payroll Department in a timely and accurate manner.
• Processes and supports personnel functions, including job postings, applicant screening, onboarding, employment verification, and coordination of benefits, leave balances, and required employee paperwork.
• Administers and maintains personnel records and compliance requirements, including FMLA documentation, employee handbook updates, interpretation of HR rules and Library Board personnel policies, and coordination with City Human Resources.
• Tracks and reports employee-related activities, including training completion, staff anniversaries, leave balances, and distribution and collection of employee timesheets.
• Monitors employee access controls, including keys and security codes, maintaining accurate tracking records.
• Manages office operations and administrative reporting, including processing circulation and equipment receipts, preparing bank deposits, updating administrative documents and contact lists, and maintaining reimbursement and mileage records.
• Schedules and coordinates Library Board, Library Foundation, and management meetings; attends and records official minutes as Secretary for Board and Foundation meetings.
• Compiles and reports operational statistics, including monthly room usage, patron foot traffic, and suggestion box submissions.
• Participates as a member of the Library management team by contributing to the review, development, and implementation of library policies, procedures, training initiatives, and short- and long-term organizational goals.
• Supervises assigned staff, including the Ground Floor Manager, providing oversight, direction, and support.
• Coordinates and administers the Library’s volunteer program by processing applications, maintaining volunteer records, distributing and collecting timesheets, and tracking volunteer hours.
• Maintains and updates volunteer databases, online applications, and external recognition systems, including the Presidential Volunteer Service Awards account.
• Orders and distributes volunteer recognition materials, including service awards, thank-you cards, and gift cards, in accordance with program guidelines.
• Follows all safety regulations, policies, and procedures; reports all unsafe conditions and acts to supervisor;…