BOOKKEEPER & FINANCE MANAGER
- Responsible for all aspects of bookkeeping and payroll for the Library.
- Responsible for the paperwork associated with all purchases for the Library.
- Responsible for fiscal controls and audit information
Daily duties include but are not limited to:
- Check operation of time clock, pre-named time cards for all employees;
- Retrieve cash receipts from previous day, verify $135.00 in register, $25.00 in change bag;
- Verify cash receipts, make deposit prepare all deposits for banking on Tuesdays and Thursdays
- Deposit large checks on same business day and post receipts daily;
- Post accounts payable, matching invoices to packing slips;
- Responsible for receiving acquisitions of all Library materials;
- Verify contents of all packages to packing slip, contacting vendors if there are problems or discrepancies with receipts or products;
- Provide notary services, fax services, and any services to patrons as decided by Library Director;
- Seeks lowest quotes on all purchases.
Weekly duties include but are not limited to:
- Reconcile vendor statements upon arrival;
- Provide Library Director with all bills for approval;
- Process all accounts payable, have checks signed by Library Director, with two signatures needed for checks in excess of $4,999.99;
- Empty Reference printing funds and prepare deposit, providing change for the department;
- Provide coverage for Administrative Assistant if that person is out of the office or on leave.
Semi-monthly duties pertain to:
- Payroll administration as paychecks are distributed twice monthly. This includes managing direct deposit, transferring funds, informing staff of any and all changes regarding paychecks, processing electronic payments for Federal and State taxes, TIAA deposits for each pay period, and managing any wage garnishments which the Library is compelled to administer.
Monthly duties include but are not limited to:
- Post general Journal Entries for depreciation, benefits, sales tax payments, etc.;
- Prepare monthly financial statements for the Board of Trustees Finance Committee and attend said meeting;
- Prepare and maintain financial reports for all departments and tracking all expenditures, as well as keeping staff informed of such expenditures;
- Track employee anniversary dates for increases to TIAA;
- Post accounts receivable for State grants-in-aid.
Quarterly duties pertain to:
- Preparing and filing 941 reports and TX-17 report and electronic filing, verifying billing from City for medical, dental, and life insurance billing, manage retirees’ health insurance billing information, and tracking and verifying payments for State Aid to City and have payments sent to the Library.
Annual duties include but are not limited to:
- Preparing all necessary information to, and assisting with, the Library’s audit;
- Prepare figures for sick and vacation times for the auditor;
- Prepare all W-2s and W-3s, filling all necessary Federal and State tax forms;
- Prepare 1096 and 1099 forms as necessary;
- Submit annual sales tax report for the State;
- Prepare information for 5500 filing and provide such to Angel Bookkeeper Pension Group;
- Review finances with the Library Director in preparation for new budget, and post all new figures on budget lines;
- Set up new budget and payroll to reflect increases, 401 increases, and medical co-pay amounts;
- Review and assist the Library Director with 920 filing;
- Prepare the financial report for the Board of Trustee annual meeting (September);
- Prepare and mail all pertinent documents to all TIAA participants;
- Complete credit card certification process;
- Track and deposit all funds from annual fundraising efforts and prepare financial reports;
- Prepare material for Workers’ Compensation Audit.
The Library is looking for someone who can exercise sufficient judgment to perform the above duties, who can perform the tasks without disrupting the work of colleagues, can perform under accompanying stressors of time and deadlines, who can communicate easily, effectively, and respectfully with appropriate oral and written communication skills.
The successful candidate must have a knowledge of double entry bookkeeping, with substantial payroll experience. Must be willing to present information to the Board and answer questions regarding Library bookkeeping practices. Must be willing to accept other duties as assigned by the Library Director. This is a public facing position which requires a friendly demeanor and a willingness to assist visitors to the Library.
The Bookkeeper/Finance Manager reports to the Library Director, collaborates with the Administrative Assistant(s) regarding financial reports, and cooperates with staff regarding acquisitions. The successful candidate will work with all departments regarding budget tracking, especially with the Collection Development librarian. You must be able to work independently with little supervision, and be able to communicate effectively with staff of the City of Newport.
The Newport Public Library is a welcoming and lively place to work, with excellent benefits and competitive salary starting at $45,000.00 per year. Assigned work times are always formulated by the Library Director that are in the best interests of the Library. The successful candidate will be scheduled to work Monday-Friday, from 8:30 to 5:00.