Business Manager

Position:

Business Manager

Full time Exempt Position

Description:

Full time position reporting to the Administrative Librarian.  Responsible for safeguarding the assets and managing the finances of the Library District.

Qualifications:

Bachelor’s Degree in Accounting or equivalent experience preferred, CPA a plus.  Supervisory experience a must.  Fund accounting experience required, governmental accounting a plus.  Experience in auditing, insurance, human resources, business procedures and practices necessary.  Proficiency in Excel.

Physical Demands:

Manual dexterity to operate office equipment, especially a computer keyboard.  Ability to read small print on reports and information on a computer screen.  Ability to stand for periods of time while filing records and researching problems.  Ability to reach high and low to retrieve information and supplies.  Must be able to drive an automobile. Must have a valid Driver’s License.

Specific Functions:

1. Supervises the payroll, purchasing, accounts payable and cash receipts functions.  Develops internal controls and procedures for accomplishing the work of the Business Office.
2. Prepares the operating budget for salaries, benefits and occupancy.  Receives input from the department heads regarding materials, equipment, programs and supplies.  Reviews draft with the Administrative Librarian and presents it to the Board of Trustees for approval.
3. Prepares all fiscal ordinances for presentation to the Board of Trustees, including the Continuing Annual Budget, Estimated Revenues, Tentative Budget and Appropriation, Combined Budget and Appropriation, Levy and .02% Additional Property Tax.  Makes sure all documents are reviewed by the Attorney, passed by the Board, published in the newspaper, made available to the public and filed with Cook and DuPage Counties in accordance with the Truth In Taxation Act and all District Library laws.
4. Prepares all standard, general, reversing and adjusting journal entries for month end and year end, using an accrual basis.
5. Prepares the monthly Treasurer’s Report, including the balance sheet, income and expense statement, cash on hand, summary and detail of disbursements.  Presents same to the Board of Trustees for approval.  Coordinates all bond fund activity with the CPA, sharing monthly reports with the Board of Trustees.
6. Manages cash and investments in accordance with the policy passed by the Board of Trustees.  Maintains banking relationships and is a signer on all bank accounts.
7. Acts as the Illinois Municipal Retirement Fund Authorized Agent, enrolling and terminating eligible employees and transmitting the employer contribution.  Informs employees of their disability benefits and coordinates the usage of those benefits with the Illinois Municipal Retirement Fund.  Keeps the Board of Trustees informed of changes that affect the plan or the employer rate and account.
8. Works with the Administrative Librarian and insurance broker in the annual renewal of the health insurance policy.  Explains benefits to eligible employees, enrolls them in the vision, dental, term life, life event and identity protection plans.  Notifies terminated employees of their rights under COBRA and if enrolled, when their cost changes.  Informs employees of their rights under the Family Medical Leave Act and tracks the usage of family medical leave.
9. Works with the Administrative Librarian and insurance broker in the annual renewal of all liability insurance policies.  Handles all worker’s compensation claims and unemployment compensation claims.  Maintains LIMRiCC and TALX relationships.
10. Reconciles the fixed asset inventory, general ledger and detail monthly.  Works with the appraiser in stating historical cost and fair market value for insurance purposes.
11. Prepares the semi-annual and annual Statement of Receipts and Expenditures.  Makes sure the annual Statement is accepted by the Board of Trustees, published in the newspaper and filed with Cook and DuPage Counties.
12. Prepares the financial information for the Illinois Public Library Annual Report, Per Capita and E-Rate.
13. Researches and recommends an independent auditor to the Administrative Librarian and Board of Trustees, then works with the auditor to accomplish a successful audit in accordance with the principles set by the Governmental Accounting Standards Board.  Writes the Management Discussion and Analysis with the Administrative Librarian for the Annual Financial Report.  Files the Comprehensive Annual Financial Report and other information online with Cook County in accordance with the Debt Disclosure Ordinance.  Files a printed Comprehensive Annual Financial Report with DuPage County and all other interested parties.
14. Works with the auditor to produce the Annual Financial Report Special Purpose Long Form for the State Comptroller, then files a copy with Cook and DuPage Counties.
15. Provides financial information to the bond consultant for the continuing bond disclosure statement as required by the Municipal Securities Rulemaking Board.
16. Trains employees in the secure handling of Social Security Numbers in accordance with the Identity Protection Act.
17. Attends all meetings of the Board of Trustees and other staff and professional meetings as necessary.
18. Acts as a Notary Public for the Library District.
19. Supervises a staff of 2 full time and 1 part time.
20. Performs all other tasks that may be assigned by the Administrative Librarian or the Board of Trustees.

Equipment Used or Knowledge of:

Personal computer, printer, scanner, calculator, cash register, copier, fax, typewriter, coin counter, change units, postage machine and scale.  Software programs, including but not limited to, Excel, Word, Peachtree Accounting, Sage Fixed Assets, ADP Payroll, E-time, and Outlook.