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Position Opening:
Finance and Operations Coordinator

Overview

The Friends of the Saint Paul Public Library acts as a catalyst for libraries to strengthen and inspire their communities.  Established in 1945, we are a 501(c)(3) nonprofit organization that supports the work of the Saint Paul Public Library (a department of the City of Saint Paul) through robust fundraising and advocacy programs. In addition to our work locally, we are a state and national resource for libraries, readers, and writers through a vibrant portfolio of programs and services, including Library Strategies consulting services and the Minnesota Book Awards. The Friends invests in The Library because we believe learning is a human right and that libraries are vital to creating healthy, strong, welcoming communities. The Friends has an annual operating budget of $3 million, a staff of 14 full- and part-time professionals, with offices in the Highland / West 7th neighborhood of Saint Paul.

Position Summary

Reporting to the Senior Director of Finance and Administration, the Finance and Operations Coordinator contributes to the fulfillment of The Friends’ mission by providing accounting support, contract management, vendor relationship management, and primary IT oversight.  This is a .75 exempt position.

Responsibilities

Finance and Accounting

  • Prepare banking and investment account reconciliations.
  • Assist with reconciliation of receipts between Raiser’s Edge and Financial Edge.
  • Process grants received/requests for payment, and track grant balances to fulfill fiscal sponsorship agreements.
  • Assist with the preparation of monthly financial statements and reports.
  • Assist with budget preparation and reporting.
  • Prepare annual audit schedules.
  • Other accounting duties as assigned.

Operations

  • Develop and administer vendor relationship and contract management plans with Director of Finance & Administration to ensure optimal contract negotiations and management.
  • Execute contracts across the organization, including for programs, services, events, and communications.
  • Seek opportunities to improve the overall efficiency and effectiveness of the organization as it relates to contracted vendor services (phones, IT, copier, insurance policies, etc.)
  • Assist with contract development and execution across the organization, including for programs, services, and events.
  • Oversee leasehold improvements, electronic and paper records management, security, equipment, storage, operating procedures and related policies.

Information Technology

  • Manage the contract for The Friends’ computer systems, including cloud and local area network, database, and internet communications.
  • Serve as primary liaison with IT vendor / provider.
  • Triage staff IT needs as they come up and on an ongoing basis.
  • Develop and administer an equipment replacement plan for the organization by maintaining an inventory and replacement schedule in conjunction with Finance & Administration Director, IT and other equipment vendors.
  • Purchase and maintain computer hardware; install and configure operating software, or work with IT vendor to do so; provide basic setup and training assistance for system users.
  • Develop disaster recovery plan in conjunction with relevant staff and vendors.

Institutional Engagement

  • Actively participate in all staff activities to support the achievement of goals outlined in the strategic plan.
  • Seek opportunities to elevate the quality and effectiveness of Friends’ programs, events, and fundraising initiatives through strategic and smart use of relationship management best practices.
  • Support Friends’ programs and events through onsite participation.
  • Other duties as requested.

Qualifications

  • Bachelor’s degree in Accounting
  • Experience in nonprofit accounting and work with Financial Edge preferred
  • Experience administering contracts
  • Experience managing IT contracted services preferred
  • Extraordinary attention to detail
  • Strong analytical skills
  • Problem solver and commitment to continuous improvement
  • A service mindset that focuses on creating value, loyalty and trust among both colleagues and contributors to The Friends
  • A strong sense of personal responsibility and integrity

Benefits and Compensation

This is a .75 FTE exempt position that will work an average of 30 hours/week at The Friends’ offices, with occasional evening and weekend event support required. Salary for this position to be negotiated based on experience and qualifications. This position accrues vacation and sick, as well as holiday pay. This position is eligible for medical and dental insurance, long-term disability insurance, a cafeteria plan flex spending account, and retirement benefits (the latter after 12 consecutive months of employment).

To Apply

Interested, qualified candidates should send a resume and cover letter (outlining interest in the role as well as qualifications) to Beth Burns, President, at [email protected] The application deadline for this position is December 6, 2018. Individuals from underrepresented groups are encouraged to apply. No phone calls, please.

Physical Requirements

This position works in an administrative office environment that is ADA compliant. Qualified candidates must be able to remain in a stationary position at least 75% of the time; the person in this position must be able to operate a computer keyboard and other office machinery, such as a copy machine, printer, and telephone. The incumbent is required to have close visual acuity to perform activities including: preparing and analyzing data and figures; inspecting computer and hardware involving small defects, small parts, and/or operation of machines. The ability to lift and carry 30 pounds safely. The ability to walk, squat, kneel, and climb to inspect hardware and technical machinery.  The person in this position frequently communicates with staff and vendors and must be able to exchange accurate information verbally, in writing, and by telephone.

Equal Opportunity Employer

It is the policy of The Friends of the Saint Paul Public Library to provide an equal employment opportunity to all individuals. We are committed to a diverse workforce. We value all employees’ talents and support an environment that is inclusive and respectful. We are strongly committed to this policy, and believe in the concept and spirit of the law. It is the policy of The Friends to comply with all applicable laws that provide equal opportunity to all employees or applicants for employment without regard to race, color, creed, religious belief, sex, sexual orientation, national origin, marital status, status with respect to public assistance, disability, age, military status, genetic information, familial status or any other characteristic protected by applicable federal or state law.