Fountaindale Public Library District, which proudly serves the diverse community of Bolingbrook, is seeking an individual to perform accounting and clerical functions under the direction of the Finance Supervisor.
Duties: Provides consistent, gracious, and friendly service to internal and external customers. Process accounts payable daily workflows. Ensure that all invoices, payments are correctly coded, authorized, posted in financial system according to finance policy. Performs daily reviews and validations of sales/fines activities for public service area to maintain the integrity of library's end of day activities. Ensures cash drawers beginning and ending balances are at required amounts, verifies cash deposits are accurate and reconciled, identifies accounting inaccuracies, and communicates findings to the public service team. Prepare weekly-consolidated deposits of cash received by all cash-handling employees. Serve as backup for bi-weekly bank deposits. Perform three-way match of purchase order, receiving reports, and invoices. Responds to vendor and employee inquiries regarding invoices, expenses, and check requests; Resolve invoicing and order discrepancies. Performing audit counts of physical inventory of building and office supplies for the District and the post inventory reconciliation process. Maintain and stock District main supply location. Maintain all finance and account documents in an organized fashion including but not limited to: district records, memberships, contracts and other records. Document scanning of district record for off-site storage including but not limited to scan, image, organize and track library document, adhering to the company's document lifecycle procedures, and archive inactive records in accordance with the records retention schedule. Process Requests for Information, or RFIs, from employees or external requests and maintain the requests via tracking logs. Coordinate across the sector to ensure that fixed assets are received, tagged and tracked/inventoried in accordance of all applicable policies. Maintain all program/service contracts and conference/continuing education forms. Update spreadsheets with agreement terms, costs and payment-related information. Maintain and update vendor information in financial database system. Update and maintain appropriate listing of W-9s for all account payable vendors. Maintain 1099 records, compile and balance support documents and prepare 1099 and 1096 forms for mailing to the vendors and IRS. Compile information and prepare documents for vendor report for the annual legal publication. Completes other accounting administrative duties including but not limited to: open and route finance mail, maintenance of record retention for finance files, pull supporting documentation for annual audit. Reconcile daily credit card authorization requests and receipts. Assist with analyzing and resolving transaction variances as to compare to the monthly credit card statements. Perform special projects as assigned by the Finance Supervisor and/or Finance Manager.
Minimum Qualifications: Requires expertise acquired through some college coursework in Business Administration, accounting, or other related field.
Experience: Minimum of two years of related clerical accounting or a combination of education and experience in a comparable business, organization or library.
Skills: Knowledge of productivity suites and database applications. Must have excellent data entry skills. Perform detailed work with the numerical ability to execute computations rapidly and accurately. Ability to work independently. Communicates effectively in English, both orally and in writing.
Physical Requirements: The physical requirements described here are representative of those that must be met by an employee to successfully perform the functions of this job. Physical requirements include: good speaking, hearing and vision ability, excellent manual dexterity, ability to lift and carry up to 10 pounds frequently and up to 25 pounds occasionally.
Working Conditions: Work is performed in a typical library business office environment.
To apply for an open position at the library, an Application for Employment is required. Applications can be sent directly to the library to the attention of Human Resources, 300 West Briarcliff Road, Bolingbrook, IL 60440 or emailed to firstname.lastname@example.org. No phone calls please. Equal Opportunity Employer.