Library Administration Manager

City of Flagstaff • Flagstaff, AZ

3d • Onsite

About The Position

The Library Administration Manager is a key member of the Library Leadership Team, partnering closely with the Library Director to support the strategic direction and daily operations of the Flagstaff City–Coconino County Public Library system. This position oversees library administration, including budget and financial management, facilities, procurement, contracts, communications, project management, administrative operations, and the library's IT and administrative support teams. The ideal candidate is an organized and collaborative leader with strong budgeting and financial management experience, excellent analytical and project management skills, and the ability to work effectively with both technical and non-technical professionals. As the IT manager reports to this position, familiarity with technology systems or experience working with IT teams is a plus. By applying to this position, you are opening yourself to the opportunity to work in a critical division program and make a significant impact on the community we serve.

Requirements

• Bachelor’s degree in Business, Technology, Accounting, Library Science, or a related field
• Four (4) years of professional budgeting and/or general accounting experience including experience with administering or managing grant-funded budgets
• Two (2) years of project management experience
• Four (4) years of progressively responsible supervisory or demonstrated leadership experience
• Any combination of relevant education and relevant experience may be substituted on a year-for-year basis.
• Minimum requirements such as supervisory experience, driver's license, and certifications may not be substituted and are required at time of hire.
• Must possess, or obtain upon employment, a valid Arizona driver’s license

Nice To Haves

• Master’s Degree in Library Science or Business Administration
• Two (2) years of experience working in a library
• Experience working with complex documentation, budgets, payroll, spreadsheets, statistical reporting, and in a fast-paced, multi-tasking environment
• Knowledge of municipal technology practices and ability to coordinate with city IT standards and policies
• Familiarity with technology systems or experience working with IT teams

Responsibilities

• Provides excellent customer service to both internal and external customers
• Manages the day-to-day operations of multiple administrative functions within the library including managing assigned staff through appropriate delegation and supervision; meeting regularly with staff to review work assignments and resolve workload and technical issues
• Provides leadership, direction and coaching to employees, and training coordination in professional responsibilities
• Evaluates operational and administrative programs, develops standard operating procedures (SOPs), and issues and recommends and implements solutions
• Manages the library’s budget, including the personnel, operating budget, capital improvement program (CIP), priority-based budgeting, and the budget management and reporting system
• Responsible for preparing analytical and budgetary comparative information for presentation to staff, council, and board of supervisors
• Prepares short and long-range revenue and expenditure forecasts; supports forecast modeling
• Analyzes the completeness and accuracy of prepared budget data provided by district libraries
• Adheres to established accounting standards and City of Flagstaff and Coconino County deadlines
• Complies with financial reporting requirements as they relate to federal, state, and local entities
• Provides training in the preparation, presentation, and monitoring of the library’s annual budget
• Directs and monitors IT support staff activity including planning, organizing, procurement, tracking services, system upgrades, technology support performance including monitoring results and service levels in collaboration with city IT standards
• Oversees facility maintenance and operations, serving as the primary liaison with city departments; manages facility-related projects including remodels, capital improvements, contractors and project partners
• Responsible for more complex library issues, handles emergencies and difficult situations
• Provides a high level of support, performs research, and manages projects for the Library Director in implementing the strategic plan and library goals and objectives
• Provides executive level support and project management assistance to the Library Managers and others including understanding the Library Director’s Work Plan, details, timelines, and relationships
• Collaborates with city procurement for formal procurement processes, develops and monitors scope of work, manages vendor relationships and service agreements
• Supports strategic initiatives in the Library Director’s Work Plan, including facilities and project management, procurement, vendor and contract administration
• Assists with Library Director’s responses to news or changing policy, monitors and researches items on the Library Director’s Work Plan, and prepares reports of findings and recommendations
• Assists the Library Director in drafting responses to community concerns, needs, and questions
• Maintains and distributes community information as requested by the Library Director
• Assists with ongoing communication to Flagstaff Library and Library District staff, supervisors, managers, and directors including reviewing and distribution reports, coordinates communication between all parties, develops meeting agendas, and assists with developing work programs
• Other duties as assigned

Benefits

• Competitive pay
• Outstanding benefits
• Arizona State Retirement System with 100% Match
• Deferred Compensation Options
• Up to 4% Annual Pay for Performance Increase
• Group Insurance including Health, Dental and Vision coverage
• Flexible & Health Savings Accounts
• 13 Paid Holidays, Vacation, Sick Leave, Personal Leave, Paid Parental Leave, Bereavement, Jury Duty
• Life Insurance, AD&D, Short- and Long-Term Disability and Voluntary Life Insurance
• First-Time Homebuyer Assistance
• Qualified Public Student Loan Forgiveness Employer
• Tuition Assistance
• Employee Clinic, Telehealth, Wellness Program & Incentives
• Tobacco Cessation Program
• Employer Assistance Program
• Recognition including Workiversary, Wonderful Outstanding Worker (WOW), On-the-Spot, 7k Award, and City Manager's Excellence Awards
• Employee Discounts: Mountain Line Bus Eco Pass, Aquaplex, and Recreation Centers

What This Job Offers

• Job Type: Full-time
• Career Level: Manager