Office Manager Job Description
General Description: Office Manager’s main responsibilities will include support of all current technology as well as overseeing all bookkeeping and all payable/receivable accounts. Other duties include maintaining the website and online presence, recording meeting minutes, and other general office duties. Experience in clerical, administrative, and library work preferred.
Minimum Required Qualifications: High school diploma or equivalent required. Associate degree in Business or Information Technology preferred. Knowledge of networking technologies and experience with HTML and other programming languages helpful. Experience with current computer software/hardware including Office 365, Google Workspace, and QuickBooks. Must be a problem solver with great attention to detail and have strong written and oral communication skills.
Reports to the Director.
Technology:
- Responsible for design, implementation, integration, and daily operations of the Cooperative’s automation systems, including LANs, Firewall, Internet access, telecommunications, and related evolving systems.
- Responsible for all aspects of the website using WordPress, including domain renewals and website design.
- Install, setup and maintain computers and peripherals. Monitors all system functions and is responsible for proper operation routine preventative maintenance as well as more general repair and replacement.
- Help to develop and implement plans for the acquisition and maintenance of hardware and software. Acquisition may involve going out for bids for necessary equipment.
- Ability to remain technically competent. Keep apprised of changes in the technologies available and directions of future technology development.
- Keep discussion lists and member directory updated.
- Develop and recommend policy and procedures for use of computers and computer systems.
Keep current on all new technological procedures, processes, and equipment.
Administration:
- Responsible for all bookkeeping including accounts payable, receivable, and payroll. Prepares check requests, bank deposits, purchase orders, and invoices.
- Prepares monthly financial reports and materials for audit.
- Maintains Cooperative files, prepares reports for the Director, the Board, and Advisory Council.
- Attends meetings of the Advisory Council and Board, records the official minutes, and maintains office file of official minutes for permanent record
- Compiles and interprets statistics and prepares reports.
- Ability to maintain confidentiality regarding member library and Cooperative
- Responsible for interlibrary loan software and processes as well as bibliographic searches and record loading.
- Responsible for maintaining equipment inventories and purchasing office.
- Assists the Director with promotional activities of the Cooperative; prepares promotional materials.
- Answers phone inquiries and refers appropriate calls to the Director, serves as the receptionist for visitors to the Cooperative office.
- Maintains current information for the Member Directory.
- Helps plan, organize, and coordinate workshops and training events.
- Attend professional meetings and workshops.
- Other duties as assigned.
Other:
- Ability to travel using own car and have a valid Michigan Driver’s license.
- Ability to lift up to 30 lbs.
- Ability to troubleshoot problems and create and implement solutions with little or no supervision.
- Understand, or willing to learn, MARC record cataloging and OCLC records searching.
- Work independently with attention to detail and make decisions to get work completed in a timely manner.
- Follow procedures consistently.
- Interest in expanding knowledge and skills.
- Ability to establish and maintain effective, pleasant, and enthusiastic working relationship with other staff, member libraries, and the public.
- Display an open attitude and flexibility in adopting new practices and ideas.
Compensation: Minimum starting pay is $20.00/hr. and dependent upon experience/qualifications. Includes vacation time, sick time, and a generous contribution to a Simplified Employee Pension plan.
Submit letter of interest along with your resume to administrative@wplc.org.
White Pine Library Cooperative is a non-profit governmental entity whose mission is to coordinate and provide high-quality, cost-effective services that will strengthen member libraries so they may meet changing patron and community needs. With 48 member libraries in 13 Michigan counties, White Pine Library Cooperative provides support for state-wide services, continuing education and training, group discounts as well as advocacy and marketing assistance.
The White Pine Library Cooperative has a commitment to the policy that there shall be no discrimination on the basis of race, color, religion, national origin, marital status, age, sex, sexual orientation, handicap, or physical characteristics such as height or weight, or any other reason prohibited by applicable laws in all aspects of employment.