Employment Opportunities


Office Manager

Office Manager (East Smithfield Public Library)

Job Description

This is an administrative position with primary responsibility for personnel, managerial, and record keeping operations of the library.

 The Office Manager has primary responsibility for the effective and efficient operation of the Library’s administrative operations. Under supervision of the Library Director, this position is responsible for the financial record keeping of the library and also performs office management duties, human resource functions, and maintains all records. In addition, this position provides confidential administrative, office, and bookkeeping services.

 The work of this position is confidential in the labor-nexus context, as they will assist the Library Director and Library Board of Trustees. The Office Manager, in the course of discharging the job duties, will be privy to and have regular contact with confidential information concerning anticipated changes, which may result from collective bargaining negotiations, grievance arbitrations, interest arbitrations, unfair labor practice proceedings, strategies related to the foregoing, and other labor relations functions. The Office Manager will also formulate and effectuate management policies by expressing and making operative the decisions of the Library Director and Library Board of Trustees. In doing so, the Office Manager must exercise discretion within, or even independently of, established Library policy, and must be aligned with the Library’s management.

The Office Manager reports to the Library Director but must work independently. The nature of the job calls for individual initiative, both in solving problems and in improving the services provided by the position. Work is reviewed and evaluated at regular meetings with the Library Director.

 

Primary Duties & Responsibilities:

  • Responsible for all aspects of accounts payable including coding invoices, preparing disbursements, and generating purchase orders.
  • Develops, administers, and assesses policies and procedures related to the Library’s financial, personnel, and administrative operations.
  • Responsible for the timely and accurate recording and reporting of the Library’s financial transactions including payroll, invoices, cash receipts, cash disbursements, and
  • Prepares deposits for all funds going into library operating expense accounts and restricted receipt accounts.
  • Prepares and maintains employee
  • Prepares and maintains employee
  • Prepares bank deposits and maintains petty cash
  • Responsible for budget analysis for the purpose of budget
  • Monitor balances, expenditures, and cash
  • Provides monthly, quarterly and annual financial
  • Maintains the personnel, financial, business, maintenance, and library records for the library; coordinates compliance with town and state records retention procedures.
  • Attend Board meetings and answer financial
  • Assist with planning and development of the annual
  • Maintains proper documentation and reports for grant funds and capital
  • Maintains personnel files and oversees aspects of personnel benefit
  • Order supplies as
  • Performs administrative, personnel, office, and bookkeeping
  • Other related duties as assigned/required.

Additional Skills:

  • This position requires a high level of professionalism and confidentiality, exceptional tact, judgment, and discretion.
  • Excellent computer skills and knowledge of Microsoft Office and Google
  • Skill in bookkeeping with a high level of experience in Excel, including creation and maintenance of spreadsheets.
  • Knowledge of personnel practices, human resources and basic labor relations
  • Proficiency in the use and maintenance of office
  • Ability to communicate clearly both orally and in
  • Ability to analyze complex problems and develop alternative
  • Considerable knowledge of principles and practices of management and office procedures and practices
  • Work independently while understanding the necessity for communicating and coordinating work efforts with other employees and organizations.
  • Work effectively as a team contributor on all
  • Interact professionally with other employees, patrons, and
  • Perform quality work within deadlines with or without direct

 

Education & Experience Required

  • Degree from an accredited two (2) year college or business school High School diploma required.
  • One to three years of experience with payroll, bookkeeping, accounts payable, accounts receivable and human resources.
  • May have some library experience (preferred)
  • Any combination of training and experience equal to or greater than that
  • Performs other duties as assigned
  • This is a full time, 40 hour per week position

 

Additional Requirements

Physical requirements – ability to occasionally lift move up to 25lbs. Position Location – Smithfield, RI

Driving/Travel Requirements – 0-10%

This position is: Exempt

Hours: 40 hours per week

Salary range: $46,000 - $67,000 annually, commensurate with experience/education

 

Please submit cover letter and resume by July 1st, 2024.

Submit cover letter and resume to:

Email: director@myespl.org

Or by mail to:

East Smithfield Public Library Attn: Library Director

50 Esmond St. Smithfield, RI

Fax: 401-231-2940

 

Equal opportunity statement

In order to provide equal employment and advancement opportunities to all individuals, employment decisions at the East Smithfield Public Library are based on merit, qualifications, and abilities.  ESPL is committed to a policy of non-discrimination and equal opportunity for all employees and qualified applicants without regard to race, color, religion, gender, sex (including pregnancy, childbirth or medical or common conditions related to pregnancy or childbirth), sexual orientation, gender identity, gender expression, marital status, familial status, national origin, ancestry, age (40 and above), disability, veteran status, military service, application for military service, genetic information, receipt of free medical care, or any other characteristic protected under applicable law. ESPL will make reasonable accommodations for qualified individuals with known disabilities, in accordance with applicable law.

 

The Community        

The current-day East Smithfield Public Library began as two separate libraries: The Bernon Library and the Esmond Library. Both libraries were originally established by local manufacturing companies, a reflection of Smithfield’s industrial past.

The Bernon Library was founded in the village of Georgiaville in 1872 by the Bernon Manufacturing Company. It closed after about ten years, but was reopened in 1903 through the cooperation of interested citizens and the Manville-Jenckes Company. It eventually moved to the gallery of a former Baptist Church, and in 1919 it moved again to a refurbished grocery store.

The Esmond Library was established in 1916, when Esmond Mills contributed space and funding for a library. Esmond Mills closed in 1948 due to labor troubles, and the library closed along with it. Numerous books were destroyed when water pipes burst in the abandoned building. The Rhode Island-based conglomerate Textron eventually acquired the building, and after considerable time and effort the Smithfield Recreational Association persuaded Textron to deed the building to the town for recreational purposes. The Smithfield Recreational Association rejuvenated the library, and Elodie Blackmore was appointed librarian in 1954. She catalogued and prepared approximately 2,500 books for circulation. Today, the library’s collection totals approximately 70,000 books.

The East Smithfield Public Library was born in 1967, when the boards of the Bernon and Esmond libraries decided to consolidate. Bernon Library was designated as a reading center, and one librarian managed both buildings. Sadly, in 1973, budget cuts forced the decision to close the Bernon reading center and transfer its collection to the East Smithfield Public Library.

In 1982, the library was asked to submit a proposal to the Town Council on the feasibility of renovating and utilizing part of the former Dorothy T.P. Dame School as a possible solution to the overcrowding that came as a result of combining both libraries. The Board of Trustees and library staff jumped at the opportunity to secure almost three times more operating space. The Town Council granted the use of the first floor to the library in August 1982, and finally, in 1985, after a tremendous volunteer effort by the entire Smithfield community, the contents of the library were moved to its present location at 50 Esmond Street.

During the past 25 years – with help from the Champlin Foundations and the Town of Smithfield – the library has renovated the second floor to provide much needed space for a computer area, media room and storage space, conference room, administration offices, and technical services work area. The library continues to thrive and serve the greater Smithfield community with services and resources for all ages.

 

Website

https://myespl.org/

 

Job Listings

https://myespl.oslri.net/myespl/about/employment