Description

Category/Classification: Full- time – Exempt

Reports to: Director

General Summary

Under Guidelines set by Policy, the Associate Director of Finance uses own discretion and limited only by policies set by board of directors, administration or legislative authority. Person in this position develops annual budget, establishing internal financial controls, and ensuring all financial activities adhere to governmental regulations, library policy and generally accepted accounting principles. Also, payroll, financial aspects of employee benefits, time sheets, and maintenance of official business records.

Essential Functions and Responsibilities

• Coordinates various financial functions including financial accounting, budgeting, transaction processing, payroll, purchasing and financial reporting.
• Responsible for the payment of authorized bills.
• Accountable for time sheets and keeping record of the use of vacation, sick and personal business days.
• Responsible for preparation of W-2's.
• Prepares quarterly payroll reports (PERF, 941, State Unemployment).
• Collaborates with Library Director to develop or amend the annual budget. Analyzes, prepares and provides figures and financial information for projected budget.
• Develops annual program budget, conducts periodic budget review and ensures department functions adhere to established budgetary guidelines and implementation procedures.
• Reconciles bank statements and produces monthly financial reports.
• Develops and monitors procedures and internal controls to safeguard library assets.
• Responsible for training, scheduling, supervising, and evaluating Business Office Staff.
• Advises Director on city, county, and state regulations pertaining to fiscal responsibilities.
• Responsible for Financial section of the Indiana State Library report.
• Responsible for tracking library encumbrances and purchase orders.
• Represents the library at staff functions and meetings as instructed.
• Responsible for securing funds for library's annual cash flow needs.
• Responsible for library Investments.
• Prepares various annual surveys and reports for the library dealing with financial aspects of the library.
• Performs duties of Administrator of Business in his/her absence.
• Is responsible for responding to police/fire alarms when notified by appropriate authorities.
• Performs other job-related duties as assigned.

Supervision exercised

Administrator of Business assigning duties, outlining methods, directing work in progress, checking completed work, evaluating job performance, taking disciplinary action as needed, issuing commendations as warranted, and being available for consultation on problems that arise.

Requirements

Knowledge, Skills, and Abilities

• Thorough knowledge of accounting theory, concepts and practices applicable to accounting requirements of government agencies.
• Thorough knowledge of accounting guidelines and procedures of Indiana State Board of Accounts rules, library financial policies and generally accepted accounting practices.
• Knowledge of budgeting and procurement principles and practices as applied to public agencies.
• Knowledge of effective methods of organizing and implementing accounting, budgeting, financial reporting and procurement functions.
• Excellent analytical and problems solving skills including ability to resolve complex budgeting and financial issues and review and comprehend statistical data and financial reports.
• Ability to develop and implement internal financial controls, policies and procedures affecting financial management of organizational funds and operating and program budgets.
• Comprehensive knowledge of public library service functions, procedures, policies and organization.
• Experience with Gateway accounting software in AP/GL and Payroll preferred.

Physical and Mental Requirements

• Sufficient clarity of speech and hearing or other communication capabilities, with or without reasonable accommodation, which permits the employee to communicate effectively;
• Sufficient manual dexterity with or without reasonable accommodation, which permits the employee to operate a keyboard;

Education, Experience, and Training

• Bachelor's degree in accounting or finance required, MLS preferred. Experience working with budget forecasts in a non-profit organization.

License and Certification Requirements

• Possession of a valid Indiana driver’s license or evidence of equivalent mobility.

The requirements given above are not intended as exclusive standards for this position. Additionally, the duties and responsibilities listed are meant to be illustrative of the nature of the position and do not include all tasks that may be necessary to this job function. Further, individuals may be required to work in other areas and at different functions that those described in accord with changing needs of the library.