Fountaindale Public Library District, which proudly serves the diverse community of Bolingbrook, is seeking an individual who will provide support to the financial and business operations of the District. This position reports to the Finance Manager
Generous benefit package includes up to 8 holidays per year plus additional paid time off. IMRF (Illinois Municipal Retirement Fund) is included as well as medical, dental, vision and life insurance options.
Supervises and performs the business and accounting activities of the District including purchasing, payables, receivables, general ledger, and supplies. Prepares information and reports for the Finance Manager. Provides consistent, gracious, and friendly service to internal and external customers. Oversees accounts payable and processing invoices for the library. This includes supervising the process of sorting and coding invoices for payment, reconciling invoices to open invoice report, printing and mailing checks to vendors. Reconcile the payable report each month to confirm that all amounts paid were accurate. Investigate, resolve, address, and/or respond to issues, complaints or inquiries from external entities or within the District. Respond to requests for service or assistance, coordinate activities with other library departments. Supervises, hires, trains, and schedules Finance Assistants to provide services to the District. Works with Finance Manager to establish benchmarks for staff and to improve work processes. In the absence of the Finance Manager, executes wire transfers for payroll and monthly bills to meet cash disbursement requirements, performs month end close and prepares necessary reports for Board meeting. Ensure and finalize accurate wire transfer for payroll. Supervise the document imaging and conversion tasks in accordance with federal, state, and library standards. This includes scanning, indexing and filing documents on local, network and cloud storage devices. Ensures proper documentation and integrity of scanned images. Manage the credit card for the library including tracking its use, collecting all receipts, reconciling monthly credit card statement, and preparing an organized spreadsheet of all monthly expenses for the finance department in a timely manner. Supervise the collection and auditing of cash from copiers, printers, self-check, and cash drawers. Reconciles and makes bank deposits twice a week. Post payments to appropriate accounts in computer system and maintains accurate accounting of all monies received. Oversees the reimbursement of the Administration petty cash fund. Supervise the maintenance of District fixed assets. This includes identifying fixed assets through accounts payable transactions reviews and vendor files, assigning tag numbers to fixed assets, recording fixed asset acquisitions and dispositions in the accounting system. Maintain online requisitions and consolidation of purchase orders for District building and office supplies. Oversees the receipts and reconciliation of all received orders via accounting software. Working with outside vendors, investigates and negotiates pricing for supplies and purchases for the District. Coordinate special projects as assigned by the Finance Manager and/or the Executive Director. Assists in administering and filing records, contracts and documents relating to all library accounts. Oversees the maintenance of vendor information. Oversees the 1099 maintenance, balancing, and mailing process. Oversees the vendor report preparation from information compilation to the publication document. Assists in administering accounts receivable, which includes invoicing vendors, depositing and posting payments to general ledger. Maintains District records of data and telephone lines. Performs other miscellaneous duties as assigned.
Education: Requires expertise typically acquired through completion of an Associate’s Degree in Accounting or equivalent.
Minimum of 2 year related clerical accounting or finance experience in a comparable business, organization, or library required.
Office & Library. Strong Knowledge of Productivity Suites. Knowledge of database applications.
Must have excellent data entry skills. Knowledge of clerical bookkeeping or accounting principles and practices. Ability to perform detailed work with numerical data and to perform computations rapidly and accurately. Communication. Communicates effectively in English, both orally and in writing.
Position has supervisory responsibility. Incumbent is responsible for overseeing subordinate employee engaged in business services activities. Interview, hire, review work, assist, develop, counsel evaluate, discipline and enforce library rules and policies.
Internal: Library staff and management
The physical requirements described here are representative of those that must be met by an employee to successfully perform the functions of this job. Physical requirements include: good speaking, hearing and vision ability, excellent manual dexterity, ability to lift and carry up to 10 pounds occasionally.
Work is performed in a typical library environment. Full-time position which requires some weekend and evening work.
Additional Salary Information: Full-time/Non-exempt position