Business Coordinator

Rochester, City of•Rochester Public Library, NH

1d•Onsite

About The Position

Highly skilled, administrative, bookkeeping, and clerical work to support the activities of the Department. All other related work as required. Works to anticipate, meet and exceed customer service expectations in a positive and professional manner. Performs varied, responsible clerical and administrative duties, which require the frequent exercise of independent judgment and initiative. Must have a working knowledge of bookkeeping principles, purchasing methods, data processing techniques, and departmental operations with some guidance from supervisor.

Requirements

High school diploma or equivalent
3 to 5 years of responsible clerical/bookkeeping experience required or an equivalent combination of education and experience which provides the required knowledge, skills or ability required
Working knowledge of municipal bookkeeping and budgetary functions
Working knowledge of office practice and procedures
Working knowledge of office terminology, procedures, and equipment
Working knowledge of applicable office and financial software applications
Working knowledge of City government
Communicate effectively with others, orally and in writing
Manage multiple tasks in an organized manner
Interact in a positive and effective manner with employees and the general public
Use a personal computer and related office software
Maintain detailed and accurate records
Execute oral and written instructions in a precise manner
Operate computer keyboard and standard office equipment
Prolonged periods in a stationary position
Occasionally move about inside the office to access equipment
Consistently position self to maintain office equipment and documents
Physical strength to move and push object up to 25lbs
Ability to communicate information and ideas so others will understand
Ability to observe items at a close range

Responsibilities

Answers and screens calls, visitors, and mail; respond to complex request for information.
Responsible for scheduling all department facilities, coordinating related rental process and managing key/access distribution with internal and external users.
Coordinates department facility contracts, leases, use group agreements, vendor contracts and related memos.
Prepares correspondence, reports, minutes of committee meetings, grant applications as well as official correspondence from the Department Head and other professional staff.
Organizes and schedules meetings, prepares agendas, attends meetings to take minutes.
Prepares monthly and annual reports and provides routine analytical support of department finances and facility usage to department head and supervisors.
Interprets and explains City department policies, rules and regulations in response to inquiries; refers inquiries as appropriate.
Performs daily reconciliations of online and in-house transactions and processes all revenues through department software and city finance system.
Responsible for monthly overdue account process which includes: sending out notices, working with customers to set up payment plans; communicating status of accounts to supervisors for further action.
Coordinates integration of department software into City policies and procedures.
Maintains customer department accounts, collects, and files confidential paperwork for supervisors regarding special customer needs, including requests for financial aid.
Monitors utility service account balances: trouble shoots and takes corrective actions as required to resolve problems.
Manages the procurement of materials, supplies and department inventory in accordance with City procedures; performs other similar or related work as required or as the situation dictates.
Coordinates staff onboarding and offboarding of department related accounts and facility access.
Serves as department liaison with Human Resource Department for coordination of staff and volunteer onboarding process and paperwork, including training records, certifications/licenses/memberships.
Maintains department's physical and digital filing system including project and plan files; maintains reference file of correspondence, memoranda, personnel orders, and a variety of other materials.
Assists with management of department website.
Coordinates facility access control components with regular user groups and staff.
Other duties as assigned.