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Library Administrative CoordinatorCITY OF IOWA CITY - Job Description Job Class #27-20 FLSA Non Exempt Non Civil Service Identification Position Title: Library Administrative Coordinator Department: Library Division: Administration Immediate Supervisor: Library Director Job Summary Coordinates all activities of the Library Business Office including personnel administration, purchasing, continuing education, financial and MIS reporting. Provides support to Library Director and Library Board of Trustees. Directs the work of permanent and temporary staff assigned to the Business Office. Serves as a member of the Library Leadership Team. Job Scope Directly supervises one permanent and one hourly staff. Assists in the development and management of the budget and makes recommendations for purchases, capital items, or additional employees during the annual budget process. Monitors expenditures during the year. Regularly handles confidential personnel information. Provides support to the Library Board of Trustees. Essential Job Duties and Responsibilities Manages the financial activities of the Library and Business Office operations. Assists in preparing, monitoring and managing the Library budget and preparing financial reports during the year. Prepares and monitors Business Office budget. Ensures Library bills are paid, and proper records are maintained. Trains staff on purchasing and bill payment and monitors all Library credit card charges. Provides financial information and reports to Library Director, and as requested, to City Auditor and City Finance department. Meets regularly with other management staff and the director to plan Library services; coordinates and manages projects, resolves problems and keeps other departments informed about Business Office projects. Manages the personnel activities of the Library. Oversees procedures related to recruitment, hiring, evaluation, promotion or termination of Library Job Class #27-20 Administration Page 2 Updated 10/15/2021 employees; orients all new employees. Provides administrative support to the Library Director and Library Board of Trustees. Assigns, supervises and reviews work of permanent and temporary staff. Prepares all necessary paperwork for job postings, new hires, and departing staff; organizes and maintains personnel files, records of employment and promotional process and related human resources information. Coordinates preparation of Library Board agenda items assigned by Director; attends all Library Board meetings and prepares minutes for each meeting. Answers questions and provides information for staff and public; refers major exceptions or problems to Library Director. Monitors and updates progress on Library’s strategic plan. Administers the Library’s volunteer program. Recruits, screens and places volunteers. Resolves volunteer issues. Sets agenda and chairs Volunteer Supervisor meetings. Leads planning and implementation of the annual Volunteer Recognition event. Collaborates with Community and Access Services Volunteer Supervisor to hire, schedule, and support volunteers who check-in books. Monitors employment practices for compliance with internal policies and employment law; monitors unemployment claims and represents Library at hearings on contested claims. Compiles and reports on the social justice and racial equity activities of the Library to the City of Iowa City Equity Director. Registers staff for conferences and arranges travel. Assists staff in recording and submitting credits for endorsement to State Library of Iowa for approval. Coordinates production of and contributes to the Library’s annual report. Prepares specifications, bids, and requisitions for general Library equipment, furniture, and office supplies; monitors items on order and approves invoices for payment. Evaluates and negotiates general equipment maintenance contracts. Job Class #27-20 Administration Page 3 Updated 10/15/2021 Carries out established policies and procedures regarding the safety and security of customers and fellow staff members. Consistently presents the Iowa City Public Library and its collections, programs and services in a positive manner and adheres to customer services procedures and guidelines as established by the Library. Conducts self in a manner which promotes and supports diversity and inclusivity in the community. Performs other related duties as assigned. Physical and Environmental Conditions While performing the duties of this job, the employee is regularly required to talk or hear. The employee frequently is required to sit. The employee is occasionally required to stand and walk. The employee must occasionally lift and/or move up to 10 pounds. This person in this position must have the ability to apply up to 30 pounds of force to move or push a book cart. The physical demands and work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually moderate. Minimum Education, Experience & Certification Bachelor’s degree from an educational institution accredited by a DOE recognized accreditation body required. Two years of experience in administration, purchasing or personnel administration required. Or equivalent combination of education and experience. Computer experience including data processing and presentation (dashboards), Microsoft Excel, Microsoft Access, enterprise resource planning (ERP) software required. Must pass criminal background check. Preferred Education, Experience & Certification Bachelor’s degree from an educational institution accredited by a DOE recognized accreditation body in business/human resources preferred. Public sector and Library experience preferred. Experience with Tyler products preferred. Supervisory experience preferred. Knowledge, Skills and Abilities Considerable knowledge of general personnel procedures. Knowledge of state and federal labor laws, open records laws, and personnel administration. Knowledge of standard purchasing, budgeting, and accounting practices. Knowledge of the mission and functions of a public Library. Considerable skill in establishing and maintaining cooperative relations with staff, board, volunteers and vendors. Ability to communicate well with other city departments, Library support groups, and the general public. Skill in writing and speaking; planning work, meeting deadlines, and supervising and evaluating the work of others. Skill with productivity software. Ability to set up computer applications. Ability to engage and serve the public in a positive manner. Ability to work in an innovative and fast-paced public service Job Class #27-20 Administration Page 4 Updated 10/15/2021 environment. The above statements are intended to describe the general nature and level of work being performed by individuals assigned to this job. They are not intended to be an exhaustive list of all responsibilities, duties, and skills required of personnel so classified in this position.