Accounting and Development Assistant
We are seeking a colleague who loves to work with numbers, solve problems, track down mysteries, take pleasure in the details, is comfortable with systems and technology, and who wants to use their powers for good. Our vision is a dynamic library at the heart of every community, and we’re looking for someone who will help us champion that goal. Libraries today are about more than books, they are about people. They are places where people can connect, learn, discover, and grow. If this intrigues you, and if you want to make a difference through your work, we’d like to meet you.
The Friends of the Saint Paul Public Library acts as a catalyst for libraries to strengthen and inspire their communities. An independent, nonprofit organization established in 1945, The Friends invests in the Saint Paul Public Library through fundraising, advocacy, and programming; as a result, our library is a nationally-recognized leader in serving its community. The Friends also serves libraries across the country and internationally through its consulting services, Library Strategies, and promotes literacy, reading, and libraries statewide as the Library of Congress’s designated Minnesota Center for the Book. We are a staff of 15 full- and part-time individuals, committed to advancing equity through all our work, practicing inclusion, and reflecting the strength of Saint Paul’s diversity.
Our Organizational Environment
The Friends strives to be an inclusive, collaborative team. We embrace and actively promote an equitable work environment and employ anti-racist practices and principles to accomplish our work. We each have our own unique roles but recognize the importance of sharing ideas and responsibilities across departments to achieve our mission. We value and bring diverse perspectives while sharing a commitment to innovation, learning, integrity, and excellence. We have a flexible work environment and recognize the value of both working remotely and working together in our office. We bring hospitality to everything we do, whether it’s with our donors, our program attendees, or each other.
Reporting to the Senior Director of Finance and Administration, the Accounting and Development Assistant is an important member of The Friends’ Resilience Department (which covers finance, administration, operations, human resources and technology). In the bookkeeping aspect of the role, this position performs tasks that support the finance and accounting work for The Friends. This position is also an important bridge to The Friends’ Development department and supports fundraising efforts by processing charitable contributions, entering data into our database, and performing other data-driven administrative duties. The person who will thrive in this role is a curious problem solver, very comfortable with math and numbers, is committed to accuracy in their work, and knows their way around accounting and data software. This is a 0.8 FTE, non-exempt position (four days per week).
This work contributes to the daily operations and fiscal responsibility of The Friends by providing bookkeeping support across a number of areas:
- Payables—check writing and recording in bank billpay and/or Financial Edge.
- Maintain bank account Positive Pay check security system.
- Receivables—create invoices on monthly basis.
- Review lockbox deposits daily and track and record non-development deposits into Financial Edge.
- Review staff credit card expenses and documentation and prepare journal entries.
- Record ACH payables transactions in Financial Edge.
- Prepare mail merge letters for Library grants.
- Add project IDs to Timesolutions for consulting contracts and grants.
This work contributes to The Friends’ fundraising efforts by providing data entry and reporting support.
- Donation Recording – enter donation information, including source and designation, into Raiser’s Edge data management system.
- Donor Records – update contact information, salutations, and other data in Raiser’s Edge.
- Event Management – enter all ticket purchases and/or registration information, and provide appropriate reports, nametags, seating assignments and other information as needed.
- Donor Relations – Generate, edit, print, and mail donor acknowledgement letters, pledge invoices, and standard donor gift reports.
- System Support – Assist with reconciliation of daily and monthly receipts between Raiser’s Edge and Financial Edge; and facilitate system updates and troubleshoot Raiser’s Edge issues with Blackbaud, as needed.
- Grants Management – Coordinate and process grants to the Library under the direction of the Sr. Director of Resilience and Sr. Director of Development.
- Assist with donor stewardship through correspondence and supporting Friends’ events through onsite participation.
This work contributes to the overall mission of The Friends and recognizes the importance of planning, collaboration, information sharing and relationships.
- Actively participate in all staff activities to support the achievement of goals outlined in the strategic plan.
- Serve as a member of the Resilience team and a liaison to the Development team.
- Seek opportunities to elevate the quality, effectiveness and equity impact of Friends’ programs, events, advocacy, and fundraising initiatives by building relationships with Friends’ stakeholders.
- Assist with Friends’ annual Minnesota Book Awards Ceremony, Opus & Olives, and other events as needed.
Competitive candidates for the role will meet most of the following qualifications:
- High school diploma, GED, or equivalent education is required.
- Associates or college degree, training in finance or bookkeeping is desired.
- Database experience; the ideal candidate will have previous experience with Raiser’s Edge and/or Financial Edge software (Blackbaud).
- Previous work experience, ideally with a nonprofit or small business.
- Computer keyboarding proficiency.
- Working familiarity with Microsoft Office, including Excel, Word, Teams, Outlook and Sharepoint.
- Comfort with video meetings through Zoom and other platforms.
- Strong problem-solving skills.
- Commitment to protecting and maintaining confidential information and sensitive data.
- Attention to detail and dedication to follow through.
- Enjoy working independently and in a team environment.
- Experience working with people from diverse backgrounds.
- Employ anti-racist practices and principles to accomplish work.
- A customer service mindset that focuses on creating value, loyalty, trust and inclusivity among both colleagues and contributors to The Friends.
- A strong sense of personal responsibility and integrity.
The salary for this .8 FTE non-exempt position (four days per week) will be $32,500 ($19.50/hour). Benefits include paid vacation and sick leave, medical and dental coverage, life and long-term disability insurance, and access to the organization’s retirement plan (the latter after 12 consecutive months of employment).
As of the time of writing, this position will be working remotely in a work environment of the incumbent’s choice. Upon return to an in-office setting (which will offer a hybrid schedule that utilizes both remote and office work environments), this position will work in an administrative office environment that is ADA compliant. Qualified candidates must be able to remain in a stationary position at least 80% 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, postage meter, remote meeting technology, and telephone. The person in this position frequently communicates with staff and external partners 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.
Interested, qualified job seekers should send a resume and cover letter (outlining the position for which you are applying, specific interest in the role, as well as qualifications) to [email protected]. Applications will be screened as they are received, and the position will be filled when the best candidate is identified.