What are the responsibilities and job description for the Business Office & Facilities Director position at City of Rock Island?
This is a supervisory position and member of the library administrative team responsible for providing financial as well as building oversight in conjunction with other city departments. Work involves supervising subordinate staff, auditing and processing all library financial transactions and coordinating work on the library's building and equipment.Receives telephone calls and visitors; responds to inquiries and complaints; and handles routine matters.
Supervises maintenance and security staff, and oversees library environment including cleanliness and building security.
Relieves a superior of routine administrative and office management details; checks operating reports for accuracy and conformance to policies and procedures.
Provides information relative to budget accounts throughout the year for the Library Director, Library Board of Trustees, and Library District Board.
Prepares special reports, correspondence, maintains financial records, prepares monthly reports on expenses and revenues for the Library Director, Library Board of Trustees, and Library District Board.
Assists the Library Director in preparation of the Library budget and budget reports for the city's Finance Department.
Maintains files of all department personnel, including leave taken, and other personnel data; completes personnel transaction forms and performance evaluations for department personnel; checks time and work sheets submitted by department personnel for accuracy and completeness and submits sheets to Finance Department; monitors sick leave, injuries, and other personnel data.
Supervises the work of subordinate personnel, assigns and delegates duties and special projects; establishes office procedures and policies; screens applicants for department positions, and evaluates subordinate staff.
Attends departmental and interdepartmental meetings and conferences.
Provides centralized inventory control for office supplies.
Coordinates the processing of accounts payable for the department, reconciles all credit card and purchase card use and processes bills for payment in accordance with Library Board policy and the city's Finance Department procedures.
Reviews cash handling procedures in accordance to Library and city's Finance Department procedures.
Reviews travel requests, processes travel and mileage reimbursements.
Coordinates preventive maintenance work with the library maintenance worker ensuring work is done with as little disruption to library operations as possible.
Works with vendors to ensure the best rates for contracts; organizes a schedule of inspections and maintenance while staying within the current budget.
Maintains records pertaining to all maintenance contracts; maintains records of equipment and repair history.
Contacts vendors for HVAC maintenance, plumbing and electrical services, sprinkler system and fire and security alarm services.
Responsible for scheduling and reporting on annual building inspections, including ADA and fire code compliance.
Manages key inventory and access to building and staff entrances.
Responds to alarms at all library locations.
Provides effective and efficient customer services and promotes and maintains responsive community relations.
Assists the Library Director in putting together the final document for the Capital Improvement budget.
Performs related duties as assigned.Graduation from a four year college or business school with major course in general business management or building maintenance; 3 or more years of administrative experience, or any equivalent combination of training and experience which provides the following knowledge, abilities, and skills:
Knowledge of business, office or accounting procedures.
Knowledge of building and grounds maintenance, repair and custodial work.
Knowledge of the principles and methods of office management and standard office procedures, systems, and equipment.
Knowledge of departmental practices and procedures.
Knowledge of office software as used in the City (Microsoft Office including Word and Excel) along with the ability to learn new software.
Ability to coordinate complex projects.
Ability to compose and prepare effective correspondence, including written service contracts.
Ability to manage and direct the work of staff.
Ability to make independent decisions in accordance with established policies and procedures.
Ability to learn and use specialized language and technical terms unique to the department.
Ability to learn library programs and services.
Ability to deal effectively and courteously with public inquiries and complaints.
Ability to establish and maintain effective working relationships with other employees, departments, and the general public.
Possess and maintains a valid Class D Illinois Driver's License or equivalent license issued by the employee's state of residence.
Must live in Illinois or Iowa. All employees must report within 60 minutes after being called into work for an overtime assignment.The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be to enable individuals with disabilities to perform the essential functions.
Work is performed mostly in office setting, hand-eye coordination is necessary to operate computers and various pieces of office equipment.
While performing the duties of this job, the employee is frequently required to sit and talk or hear; use hands to finger, handle or feel objects, tools or controls; and reach with hands and arms. The employee is occasionally required to walk, and lift and/or move up to 35 pounds. Specific vision abilities required by the job include close vision and the ability to adjust focus.
Supervises maintenance and security staff, and oversees library environment including cleanliness and building security.
Relieves a superior of routine administrative and office management details; checks operating reports for accuracy and conformance to policies and procedures.
Provides information relative to budget accounts throughout the year for the Library Director, Library Board of Trustees, and Library District Board.
Prepares special reports, correspondence, maintains financial records, prepares monthly reports on expenses and revenues for the Library Director, Library Board of Trustees, and Library District Board.
Assists the Library Director in preparation of the Library budget and budget reports for the city's Finance Department.
Maintains files of all department personnel, including leave taken, and other personnel data; completes personnel transaction forms and performance evaluations for department personnel; checks time and work sheets submitted by department personnel for accuracy and completeness and submits sheets to Finance Department; monitors sick leave, injuries, and other personnel data.
Supervises the work of subordinate personnel, assigns and delegates duties and special projects; establishes office procedures and policies; screens applicants for department positions, and evaluates subordinate staff.
Attends departmental and interdepartmental meetings and conferences.
Provides centralized inventory control for office supplies.
Coordinates the processing of accounts payable for the department, reconciles all credit card and purchase card use and processes bills for payment in accordance with Library Board policy and the city's Finance Department procedures.
Reviews cash handling procedures in accordance to Library and city's Finance Department procedures.
Reviews travel requests, processes travel and mileage reimbursements.
Coordinates preventive maintenance work with the library maintenance worker ensuring work is done with as little disruption to library operations as possible.
Works with vendors to ensure the best rates for contracts; organizes a schedule of inspections and maintenance while staying within the current budget.
Maintains records pertaining to all maintenance contracts; maintains records of equipment and repair history.
Contacts vendors for HVAC maintenance, plumbing and electrical services, sprinkler system and fire and security alarm services.
Responsible for scheduling and reporting on annual building inspections, including ADA and fire code compliance.
Manages key inventory and access to building and staff entrances.
Responds to alarms at all library locations.
Provides effective and efficient customer services and promotes and maintains responsive community relations.
Assists the Library Director in putting together the final document for the Capital Improvement budget.
Performs related duties as assigned.Graduation from a four year college or business school with major course in general business management or building maintenance; 3 or more years of administrative experience, or any equivalent combination of training and experience which provides the following knowledge, abilities, and skills:
Knowledge of business, office or accounting procedures.
Knowledge of building and grounds maintenance, repair and custodial work.
Knowledge of the principles and methods of office management and standard office procedures, systems, and equipment.
Knowledge of departmental practices and procedures.
Knowledge of office software as used in the City (Microsoft Office including Word and Excel) along with the ability to learn new software.
Ability to coordinate complex projects.
Ability to compose and prepare effective correspondence, including written service contracts.
Ability to manage and direct the work of staff.
Ability to make independent decisions in accordance with established policies and procedures.
Ability to learn and use specialized language and technical terms unique to the department.
Ability to learn library programs and services.
Ability to deal effectively and courteously with public inquiries and complaints.
Ability to establish and maintain effective working relationships with other employees, departments, and the general public.
Possess and maintains a valid Class D Illinois Driver's License or equivalent license issued by the employee's state of residence.
Must live in Illinois or Iowa. All employees must report within 60 minutes after being called into work for an overtime assignment.The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be to enable individuals with disabilities to perform the essential functions.
Work is performed mostly in office setting, hand-eye coordination is necessary to operate computers and various pieces of office equipment.
While performing the duties of this job, the employee is frequently required to sit and talk or hear; use hands to finger, handle or feel objects, tools or controls; and reach with hands and arms. The employee is occasionally required to walk, and lift and/or move up to 35 pounds. Specific vision abilities required by the job include close vision and the ability to adjust focus.
Salary : $56,959 - $88,361
