Fountaindale Public Library District, which proudly serves the diverse community of Bolingbrook, is seeking an experienced individual to perform accounting and clerical functions to join our Finance department. The successful candidate will have a financial background through education and/or experience as well as a strong desire to work hard. Bring your detail-oriented, analytical skills to our Finance team and assist in being a key component in the Library's operation.
Schedule: Mondays, Tuesdays, Thursdays, Fridays, 12 p.m.–5 p.m.
Wednesdays, 8 a.m.–1 p.m.
Starting Salary: $13.50 per hour. IMRF eligible
- Provides consistent, gracious, and friendly service to internal and external customers.
- Process accounts payable daily workflows.
- Ensures that all invoices and 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.
- Prepares weekly-consolidated deposits of cash received by all cash-handling employees.
- Serves as backup for bi-weekly bank deposits.
- Performs 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.
- Performs audit counts of physical inventory of building and office supplies for the District and the post inventory reconciliation process.
- Maintains and stocks District main supply location.
- Maintains 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.
- Processes Requests for Information, or RFIs, from employees or external requests and maintains the requests via tracking logs.
- Coordinates across the sector to ensure that fixed assets are received, tagged and tracked/inventoried in accordance of all applicable policies.
- Maintains all program/service contracts and conference/continuing education forms.
- Updates spreadsheets with agreement terms, costs and payment-related information.
- Maintains and updates vendor information in financial database system.
- Updates and maintains appropriate listing of W-9s for all account payable vendors.
- Maintains 1099 records, compile and balance support documents and prepare 1099 and 1096 forms for mailing to the vendors and IRS.
- Compiles 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.
- Reconciles daily credit card authorization requests and receipts.
- Assists with analyzing and resolving transaction variances as to compare to the monthly credit card statements.
- Performs special projects as assigned by the Finance Supervisor and/or Finance Manager.
Education: 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.
- 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.
Internal: Library staff and management
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.
Work is performed in a typical library business office environment. Part-time position.