Library Foundation Administrative Officer

Bismarck, City of • Library, ND

13d • Onsite

About The Position

This is a part-time on-site position for approximately 20 hours a week responsible for office duties, including maintaining the Bismarck Library Foundation, Inc.’s (BLF) donor database, preparing correspondence, bookkeeping duties, preparing for meetings, taking minutes, and working with the Executive Director for event planning. Knowledge of donor database software, QuickBooks, and Microsoft Office is preferred. Supervision Received: Works as a team with the Executive Director under the supervision of the Library Director with oversight from the BLF Board of Directors. Supervision Exercised: None.

Requirements

• An associate’s degree is required, with preference in business, administration, or accounting.
• A minimum of three years of progressive experience in office management or a similar setting is required.
• Must possess a general understanding of the principles and practices of non-profit work.
• Must have demonstrated proficiency utilizing computer hardware and software, including QuickBooks and fundraising database software.
• Must possess office management skills, including the ability to develop and maintain accurate ongoing records of existing and potential donors, maintain financial records using QuickBooks, provide monthly reports, take precise meeting minutes and provide printed copies, run photocopies, and work with mass mailings and mail merges.
• Must have demonstrated proficiency in verbal and written communication.
• Must be able to understand and communicate library policy to the public.
• Must understand and regularly review the City of Bismarck’s employee policies and the library’s operational policies and procedures.
• Must be familiar with, affirm, and uphold the library’s guiding principles: mission, vision and value statements.
• Must carry oneself with professionalism and integrity with all internal and external library stakeholders, assuming positive intent in others’ actions, words, and behaviors.
• Must have demonstrated ability to work effectively under busy and stressful conditions.
• Must be flexible with the ability to adapt to changing priorities, processes, and work environments.
• Must adhere to the library’s Dress Code Policy.

Nice To Haves

• Knowledge of donor database software, QuickBooks, and Microsoft Office is preferred.
• Working knowledge of donor database software is preferred.
• Five or more years of experience working for a non-profit organization is preferred.

Responsibilities

• Maintains donor records in database software.
• Prepares pledge payment notices once a month for the coming month.
• Prepares renewal notices once a month for the BLF’s annual giving clubs, which provide funds for the operation of the BLF and enhancement of library services.
• Processes all donations by making photocopies of checks and posting to donor database software and QuickBooks.
• Prepares thank-you letters for all donations received.
• Prepares a deposit slip at least once a week for the deposit of funds received.
• Writes checks for any bills, obtains necessary signatures for approval, and posts any debit card expenses in QuickBooks.
• Maintains comprehensive financial records in QuickBooks, prepares financial reports for meetings, and as additionally needed.
• Pulls all necessary records for the annual audit and works with auditors during the audit.
• Prepares a draft of the new year's budget for the Finance Committee to review and edit at their annual budget/grant meeting in the fall.
• Maintains and prepares a mailing list for the BLF newsletter, events, and other mailings in collaboration with the Executive Director.
• Prepares a donor list for inclusion in the BLF newsletter.
• Updates the main floor donor wall each year before the spring event.
• Works with the Events Committee and Executive Director to plan and execute events.
• Prepares any donor/donation reports when requested by the Executive Director and BLF Board of Directors.
• Takes meeting minutes for BLF board and committee meetings.
• Prepares for meetings: orders lunches, prepares reports, and makes photocopies.
• Performs mail merges from the donor database for mass mailings.
• Organizes an annual library Employee Appreciation Day.
• Communicates frequently with the BLF Executive Director, BLF Board of Directors, Library Administration, and Leadership Team members to ensure smooth overall BLF and library operations.
• Performs other duties of a comparable level/type as required.

What This Job Offers

• Job Type: Part-time
• Career Level: Entry Level
• Education Level: Associate degree