Employment

Posting Date: 1/10/2025

Southwest Kansas Library System 

Title: Office Manager / Secondary Cataloger
Reports to: Director
FLSA: Non-exempt position
Status: Full Time (40 hrs/wk)

COMPANY VALUES:

  • Perform quality work within deadlines with or without direct supervision.
  • Interact professionally with other employees, customers, and peers throughout the state.
  • Work effectively as a team contributor.
  • Work independently while understanding the necessity for communicating and coordinating work efforts with other employees and organizations

POSITION SUMMARY:

Responsible for overall coordination of System business and financial operations and provision of business and assist with human resource-related consulting to member libraries.

ESSENTIAL DUTIES AND RESPONSIBILITIES: 

  1. Manage financial records, information and investment for the System including, but not limited to:
    • Manage leasing, purchase or service contracts for equipment or service programs;
    • Manage personnel files and administer employee benefits;
    • Assist in preparation of system budget;
    • Prepare payroll including all payroll related reports, monthly, quarterly and annual;
    • Prepare all bank deposits, maintain records on checking and savings accounts, handle petty cash accounts;
    • Maintain various records including grant expenditures;
    • Prepare reports independently and under the direction of the Director;
    • Gather information needed by auditors annually.
  2. Prepare, receive and record contracts for public and school libraries.
  3. Serve as the first point of contact for the member librarians and other customers. Answer telephone, route calls to appropriate staff, and record and distribute telephone messages. Manage SWKLS general email.
  4. Facilitate local arrangements, registration and other activities not related to program content for SWKLS workshops and conferences, under the direction of the staff person responsible for that event and the director.
  5. Assist with the preparation and distribution of meeting agendas, financial reports, etc. for SWKLS board meetings.
  6. Attend and record minutes of SWKLS board meetings.
  7. Assist with the preparation of the System Directory and System Plan annually.
  8. Prepare presentation agreements for workshop presenters; arrange presenter’s lodging.
  9. Administer Library Development Program and grants in cooperation with Director and Consultant.
  10. Provide advice/consulting on accounting, employee benefits, budgeting, and other training topics as identified for SWKLS committees and/or member libraries.
  11. Assist with clerical services as required to support the effective operation of the System Office and the activities of other staff.
  12. Assist with coordinating and planning for all programming (i.e. Summer Library Program, TechDay+, and #TrendyLibrarian).
  13. Assist with SWKLS Continuing Education Files.
  14. Maintain paperwork for SWKLS Accreditation.
  15. Assist with BPH (Talking Books) program and paperwork.
  16. Prepare and/or assist with daily outgoing mail and sort incoming mail.
  17. Order, receive, and distribute supplies.
  18. Maintain copier machine.
  19. Maintain general System files.
  20. Secondary original cataloger for SWKLS.
  21. Secondary assistant for SWKLS member libraries with copy cataloging.
  22. Participate in workshops, technical training opportunities and job enrichment.

OTHER DUTIES:

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee for this position. Duties, responsibilities, and activities may change at any time.

PERFERRED QUALIFICATIONS:

  1. High School diploma or equivalent and three (3) years work experience in an office environment to include bookkeeping and payroll or equivalent experience and computer experience is required.
  2. Broad knowledge of and experience with business management procedures, including bookkeeping and accounting, budgeting, asset management and employee benefits administration.
  3. Ability to prioritize and manage multiple tasks and ongoing activities simultaneously.
  4. Exceptional written and oral communication skills.
  5. Ability to work effectively with co-workers and member libraries.
  6. Demonstrated consulting ability.
  7. Familiarity with information technology and computer applications including proficiency in using QuickBooks; MS Word; MS Excel.
  8. Ability to operate a vehicle, and hold a valid personal driver’s license.
  9. Experience in a library setting.

SKILLS AND COMPENTENCIES:

  1. Customer Focus:
    Work with a positive, service-oriented attitude, focused on current and future customer needs.
  2. Communication:
    Convey and receive information effectively in writing and when speaking, keeping staff, customers, and stakeholders apprised of technology services and programs.
  3. Decision Making:
    Gather, utilize, and interpret relative information to make informed decisions
  4. Financial Management:
    Successfully manage budget allocations and petty cash
  5. Problem Solving:
    Recognize patterns, consider risks, and use sound judgement to identify, solve, and prevent problems
  6. Dependability:
    Take appropriate action to meet goals, schedules, and demands while accepting responsibility for actions, results, and risks

      SUPERVISORY RESPONSIBILITY: 

      None

      ESSENTIAL PHYSICAL FUNCTIONS:  

      The physical demands to perform this job are the ability to talk and hear, use hands to finger, handle, feel or operate objects or controls, sit, stoop, kneel, crouch, and lift and/or move up to 50 pounds. Hand-eye coordination is necessary to operate computers and office equipment. Specific vision abilities required by this job include close vision, distance vision, and the ability to focus. 

      DECISION MAKING: 

      Budget decisions must be made in communication with, and subject to approval of, the  System Director. 

      EXPECTED HOURS OF WORK: 

      Regular hours are M-F, 8:00am-5:00pm with 1 hour lunch break.  

      SELECTION GUIDELINES: 

      Written application, oral interview, reference check, and job-related tests as required by the System Director. 

      EMPLOYEE CERTIFICATION: 

      I hereby understand and acknowledge that any employment relationship with the Southwest Kansas Library System is an “at will” employer, which means that the employee may resign at any time and that the Southwest Kansas Library System may discharge the employee at any time, with or without cause.  

      The above job description is not an employment agreement between the employee and employer. Changes will be made by the employer as the needs and requirements of the job change. 

      I have read this job description and am qualified for the position it describes. I hereby  certify my ability to perform all essential functions of the position as stated in this  position description. 

      Name___________________________________________________________________________________________________ Date_____________________

      Updated January 2025