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0Position:Office Manager-LibraryUnion position:OPEIU / Hours: 37.5 hrs./weekPosition Summary:Responsible for providing financial, purchasing, and administrative services to the Library Department, Director, Board of Library Trustees and liaison support to the Friends of the J. V. Fletcher Library, Inc. non-profit corporation. Organizes and oversees all business office functions, warrant production, purchase orders, supply orders, accounts payable, depositing and posting of Gift, Memorial, Restitution, Grant, Petty Cash and Trust Funds. Executes weekly payroll and maintains leave accrual documentation for 20+ FTEs. Coordinates and oversees Volunteer and Senior Tax Volunteer programs. Oversees confidential CORI documentation, and accesses confidential personnel files and patron documentation. Personal executive-level administrative support to the Director, the Board of Library Trustees, and the Library Foundation. Related work as required.Principal Responsibilities:1.
Organizes and oversees all administrative and business office functions in the Library, including administrative files, reports, warrants, accounts payable, accounts receivable, payroll, purchase orders, supplies and office equipment.2.
Produces Library and Library Board correspondence providing executive-level administrative support to both Boards and Director; transcribes from the dictaphone for Director and Board. Produces file copies of all correspondence, minutes and departmental documents and maintains 30-plus drawers of indexed, accessible hard copy files, plus Board and departmental archives. Maintains invoice, administrative office, personnel, Board and Association and back files in organized and accessible manner through daily filing, annual transfer and maintenance of alphabetical index.3.
Processes, records, posts and proofs weekly budget warrants and deposits for $1,500,000.00-plus department (MUNIS and EXCEL software). Oversees collection and handling of Memorials, Gifts, Restitution and Grant deposits, Membership donations, procurement and disbursement of Petty Cash. Using MUNIS, produces and inputs bi-weekly Operating Budget expenditure warrants, Restitution Account and Memorial Book and Gift Account warrants, monthly Trust Funds expenditure warrants, deposits, summary sheets and Trustee Authorizations.4.
Generates monthly reconciliation reports on MUNIS for the Operating, Personal Services, Memorial Book and Gift Account, Library Restitution Account, LIG/MEG Account and all Trust Fund Accounts. Performs internal reconciliation of expenditures and warrant production with the Director, Assistant Director, and Acquisitions. Reconciles accounts monthly with the Director and the Finance Department or Town Accountant. Reconciles all yearend reports.5.
Monitors access to and contents of administrative safe. Responsible for distribution and collection of departmental keys and maintains Master copies and index to 70-plus departmental keys as well as an up-to-date employee key list.6.
Performs, under supervision of Library Director, annual supply inventory for seven divisions, coordinating division supply requests and purchase orders. Produces Common Supply order template for divisions. Assists divisions in the preparation of their supply orders ($35,000). Reviews supply orders to ensure the most cost-efficient vendors are utilized while maintaining product quality. Oversees all orders for Library Department from initial ordering through warrant submission. Checks all supply shipments for accuracy and completeness. Oversees final unpacking and storage of all supply shipments in the proper division storage area. Responsible for Friends of the J. V. Fletcher Library supply orders and paperwork from initial submission to timely submittal to Friends Treasurer for payment of Friends invoices. Reviews monthly vendor statements for accuracy. Directly oversees ordering of all first aid, emergency and kitchen supplies annually.7.
Oversees submittal, approval and execution of all departmental purchase orders via MUNIS, purchase and bid documents. Maintains comprehensive records of all departmental bids, personnel advertisements, vendor correspondence and notices. Disseminates bid specifications; receives and records sealed bids and deposit monies. Acts as departmental liaison with the State Collective Purchasing System and the MLS and MHEC Cooperative Purchasing System.8.
Handles confidential correspondence and files of the Director and the elected Board of Library Trustees. Processes CORI records of all departmental staff and volunteers. Attends state-agency CORI training bi-annually. Functions as the Administrator for the Library agency and ensures that the departmental CORI certification is renewed bi-annually. Handles and deposits patron payments, having access to confidential patron personal and financial data.9.
Oversees Sex Offender Registry information for the Library department, securing quarterly updates from the Police Department and distributing same to public divisions for mandated display. Updates Sex Offender photographs and notices on bulletin boards as required.10.
Responsible for departmental supply, vendor and equipment contract management. Maintains records for annual, as well as multi-year contracts, alerting administration to termination date on all leases, options, warranties and contracts.11.
Organizes, assembles and maintains Trustee and Friends Manuals for all elected Trustees Board members and Friends Executive Board Members. Updates and retains Board directories, election history and signatory and fund information as required. Forwards Orientation Packets to candidates for elected Board of Trustees.12.
Organizes, assembles and maintains Administrative Procedural Manual, reviewing and steadily updating as required.13.
Oversees electronic LAN updates to Policy and Emergency Manuals and distributes hard copy updates to Policy and Emergency Manuals at all workstations.14.
Creates and posts holiday notices on public entrance doors. Responsible for notifying the IT Department of the library service calendar and holiday dates to ensure that the automated telephone outgoing message reflects library hours, holidays and closures.15.
Assists in production of all grant proposals seeking funding for enhanced library services, programs or facilities. Coordinates Annual Report (ARIS) and State Aid to Public Libraries data and materials prior to submittal to the Massachusetts Board of Library Commissioners annually.16.
Contacts professional agencies, individuals, vendors and service organizations as directed or needed to obtain or disseminate information.17.
Oversees functionality and condition of all Office equipment and supplies for same: fax machines; photocopier/scanner; typewriter; personal computer; printers; vend equipment; postal meter, and telephone units. Procures funds and maintains the postal meter. Responsible for metering and mailing daily outgoing mail of department. Performs minor troubleshooting on office equipment. Responsible for contacting vendors for machine repair and supplies when necessary. Maintains warranty documentation and instruction manuals for all equipment, insuring proper maintenance and function.18.
Attends monthly Staff Meetings. Records minutes and transcribes same for dissemination to staff. Utilizes software to post Staff Meeting Minutes on Staff Web Page.19.
Processes, assembles, and posts all agendas, enclosures, notices and reports for all posted Board and special meetings. Notifies Boards regarding the availability of meeting packets and updates minutes boilerplates for meetings. Secures RSVP from Board members to ensure a quorum. Posts approved Trustee Minutes on Town Web Site and files archival hard copy.20.
Assists with the coordination of bulk and town-wide mailings as required for the Library Department, Library Board of Trustees and Friends of the J. V. Fletcher Library, Inc. and Foundation.21.
Procures and maintains petty cash funds and oversees disbursements of same. Receives, records and prepares deposits for cash/check donations, gifts and memorials, and restitution payments on an ongoing basis. Initiates Gift, Memorial and Donation procedures upon receipt of check, cash or gift. Reconciles weekly and monthly with Director, Assistant Director, Acquisitions and Town Accountant.22.
Processes any incoming Friends of the Library memberships, matching gift contributions, donations and invoices received on site, retaining a file record of all documents passed to the Friends Treasurer, Membership Chair, and President. Collects daily and records Friends revenue and Library Restitution Funds at each public desk. Coordinates weekly collection and deposit of same. Maintains Excel spreadsheet with daily/monthly departmental revenue.23.
Responsible for the routine assignment and upkeep of staff mailboxes, weekly retrieval and filing of payroll checks in same, and dissemination of staff-wide correspondence as directed by Director.24.
Receives complaints or requests for assistance and refers patron to appropriate Division Head, Assistant Director or Director.25.
Attends meetings and workshops relating to administrative, business, personnel or departmental procedures.26.
Ensures distribution of Leave Use Statement semi-annually to the staff and ensures sign-off and reconciliation of same by library personnel. Per the Director, ensures monthly reconciliation of staff leave usage and earning records with the Town Payroll and MUNIS records.27.
Assists and instructs staff in software applications, i.e. Word, Excel, as well as office and business procedures (such as Voice Mail and Telephone instruction). Develops and conducts administrative instructional workshops.28.
With Director or Assistant Director, performs weekly payroll input, executes weekly payroll, and prepares pay sheets and leave accrual documentation updating leave calculations and use on a weekly basis. Applies all pertinent Town Personnel By-Laws, CWA Bargaining Unit contractual language, federal and state wage provisions and the Fair Labor Standard Act. Maintains payroll filing in keeping with Record Retention regulations.29.
Oversees and coordinates Volunteer and Senior Tax Rebate Volunteer Program for Library Department. Recruits, orients and monitors all volunteers. Assesses applications and distributes same to Division Heads for selection. Maintains all work logs, time sheets, correspondence and references for volunteer positions. Tabulates service hours of volunteers for Director. Oversees termination and resignation process. Sends Thank-you and acknowledgement of volunteer support upon termination. As Volunteer Coordinator, assists in the coordination and preparation of the annual staff/volunteer recognition event and annual recognition of Youth Services volunteers.30.
E-mails Board of Trustees, Friends of the Library, Inc., Library Staff and Town Employees when necessary. Maintains departmental email distribution lists and updates same.31.
Per the Director, issues a First of the Month prompt to appropriate staff, disseminating alerts, notices and reminders as indicated and required.32.
Performs research, conducts studies and maintains statistics relating to administrative effectiveness, costs, usage and growth: maintains statistical and usage data for pertinent equipment. Collects and prepares data collection results from all divisions on both monthly and quarterly basis. Compiles quarterly and annual statistical data for Director and Commonwealth of Massachusetts Board of Library Commissioners.33.
Receives, posts and files Library Latest and all marketing materials into administrative files.34.
Responsible for routine back-up and maintenance of divisional personal computer. Responsible for divisional supplies, equipment and peripherals budget-.35.
Performs other duties of a similar nature and complexity as requested by the Director or Board.36.
May assist with library programs, events, displays or special projects as indicated.37.
May have first-response responsibility for the staff, facility and public in the absence of a Building Supervisor. Maintains up-to-the minute LAN Personnel and Meeting Room calendars.38.
Based on need, is required to work flexible hours.Required Experience, Skills, Knowledge and Abilities:All candidates are required to take a skills test upon application. Must possess a pleasant, positive and informed manner with the public. Must be knowledgeable in dealing with municipal departments, vendors, business representatives, local, regional and state officials. Ability to work independently and accurately in an organized and efficient system and in concert with organizational policies and goals. Requires excellent problem-solving skills and decision-making skills.Education, Training, Special Licensure/Certification Requirements:A Bachelors degree supplemented by business or commercial training with five years prior experience in an automated office or library environment. Proficiency in accounting, payroll and warrant production, word processing, typing, and transcription. Working knowledge of business protocol and library procedures. Proficiency utilizing MUNIS, MS Office and other business and financial software applications. Ability to learn and adapt to new business and Municipal software and hardware. A CORI check will be conducted for all employees prior to hiring and at subsequent intervals.Contacts (boards & committees, vendors, general public, etc.):Frequent contact with other town departments, boards and governmental agencies as required. Extensive contact with library patrons and staff, and frequent contact with vendors, network, regions and other town departments.Supervisory Responsibility (Include Positions Supervised):Works under the direction of the Library Director or his/her designee. Supervises the volunteer and senior tax volunteer program for entire library department, has access to CORI information on all library staff and volunteers. Unusual situations referred to supervisor. Work involves varied and routine duties requiring the exercise of significant independent judgment and initiative but within established procedures. Has access to department related confidential information. Frequent contact with other town departments, boards and governmental agencies as required. Has access to department related confidential information involving personnel and confidential patron information protected under MGL Ch. 78. Errors could result in loss of funds, confusion, delay, administrative problems, technological problems, adverse public relations.Responsibility for Operating Budget:Responsible for judicious expenditure of all departmental supply budgets, and all equipment, vehicular and facility maintenance budgets. Oversees all supply, maintenance and repair logs. Oversees all administrative equipment, bids, contracts and fiscal schedules. Oversees submittal, approval and execution of all purchase orders. Oversees successful Volunteer Program and cost value of donated personnel hours.Summary of Occupational Exposures:Work is performed indoors under general office conditions. Noise fluctuates from low to loud depending upon the volume of patrons utilizing library collections and equipment, attendance at library programmatic offerings and age of patrons within the facility. In lieu of Building Supervisor, is responsible for overseeing and ensuring safety of self, employees, and the general public.Environment:Inside: 99%
Outside: 1%Salary:$29.59/hourLocation:J.V. Fletcher LibraryApproximate Start Date:March 18, 2024Direct Report:Library DirectorStatus:Recruiting both within and outside the Town. If interested, please submit a resume to Human Resources, Town Hall, 55 Main Street, Westford, MA 01886. Or email to:HR@westfordma.govPlease reference Requisition #:24-516-LThe Town of Westford is an equal opportunity employer committed to workforce diversity.The duties listed above are intended only as illustrations of the various types of work that may be performed. The omission of specific duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position. This job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the Town and requirements of the job change.Post: 02/09/24 Remove: Open Until Filled
2024-02-09T00:00-Posted February 9, 2024 2:00 PM | Open Until FilledPosition:Library Associate - Circulation Control Union position: CWA / Hours: 23 . 75 hrs . /week Position Summary:Provides direct circulation control staff[...]Westford Massachusetts
2024-02-09T00:00-Posted February 9, 2024 3:00 PM | Open Until FilledPosition:Office Manager - Library Union position:OPEIU / Hours: 37 . 5 hrs . /week Position Summary:Responsible for providing financial , purchasing , and administrative [...]Westford Massachusetts
2024-02-12T00:00-Posted February 12, 2024 11:00 AM | Open Until Filled