Library Administrative Services Supervisor

Description

Suffolk Public Library is looking for someone to lead our Administrative Services Team, who can provide high-level administrative support for our Libraries, work collaboratively with all Library Departments, and take initiative on new projects and procedures.

PRIMARY RESPONSIBILITIES:

The Library Administrative Services Supervisor serves as the Library’s administrative officer, responsible for supervising and coordinating all administrative services including budget, finance, facilities, human resources, strategic planning, statistics/metrics, development, and grants and records management. Leads the Administrative Services Team and supervises subordinate staff. Reports to Director of Libraries.

Essential Job Functions

• Conducts research on topics in preparation of reports or for recommendations to the Director for action within the department or other city departments; gathers and analyzes statistical, historical, financial and other data through examination of various mediums.

• Composes memorandums, correspondence, reports, plans of action, etc., in response to research assignments; prepares graphs, charts, maps, etc., to illustrate reports and recommendations; makes oral presentations to City officials, boards or commissions, explaining analysis of data and recommendations, and responding to inquiries.

• Serve as the City’s coordinator for Records Management by building a new policy, procedure, and plan.

• Seeks estimates and approvals for the use of vendors who provide goods, professional and nonprofessional services; facilitates the provision of those services and provides any needed follow up activities and responses.

• Serves as the point of contact for all staff for general office management of the department. Provides all follow up activities.

• Provides information and assistance related to office issues, policies, procedures, rules or other issues; responds to questions, researches problems, and initiates problem resolution.

• Manages all Human Resource activities within the office; prepares justifications for positions; screens all applications; determines questions for interview panels; participates in panel interviews; secures reference information; ensures proper personnel practices in hiring process; submits all information on recommended candidates; conducts new employee orientation for the office; maintains personnel records on employees.

• Assists in research and analysis of complex matters.

• Research, coordinate and prepare grant proposals for available government funding for various programs and projects administered by the City; maintains files of grant sources and supporting data.

• May administer the Department’s budget.

• May administer accounts receivable and accounts payable processing as well as reporting and serves as the lead worker.

• Perform work as a Grant Writer and Administrator.

• May perform trend analysis.

• May assist in the completion of monthly reports.

• May supervise office staff as assigned.

• May respond to routine requests for information by City departments and officials, outside agencies or other governmental authorities, and provides documents and/or information sources.

• May prepare and submit periodical (quarterly and semi-annually) reports to state, and federal granting agencies.

• May prepare letters, ordinances, and resolutions concerning Department matters before City Council.

• May conduct annual research on Department issues and formulates analysis and recommendations.

• May coordinate the Department’s short term goals and objectives, the Department’s Strategic Plan and the Department’s long-term Vision Plan.

• May prepare quarterly reports on Department’s Strategic Plan and Vision Plan.
• Performs other related duties as required.

MINIMUM QUALIFICATIONS:

Bachelor’s Degree in public administration, political science, business, statistics or a related field, and 1 to 2 years of related experience in business or public policy management; or any equivalent combination of training and experience which provides the required skills, knowledge and abilities.

Requires a valid driver’s license.

CLOSING DATE: Wednesday, March 20th, 2024 at 11:59 PM

ADDITIONAL INFORMATION: www.suffolkpubliclibrary.com/careers