Oversees the Support Services Division which encompasses the Business Office, Facilities, Technical Services, and the Volunteer Program of the Library Department
Education and/or Experience:
Bachelor's degree in Accounting, Finance, Business Administration, or closely related field; three (3) years of supervisory experience, preferably in managing municipal revenues and expenditures; or any equivalent combination of education, experience, and training which provides the knowledge and abilities necessary to perform the essential functions of the position.
Licensing, Certification, and Other Requirements:
Possess a valid Arizona driver's license (or obtain within 30 days of hire).
This position has supervisory responsibilities. Under direction of supervisor, this job class is expected to exercise independent, sound judgment in the disposition of daily activities.
- Develops and implements the Library's operating budget with supervisor including preparation, justification, and analysis of current and future expenditures.
- Prepares purchase order requisitions and requests for proposals for materials, goods, and services for the Library; reviews purchase contracts for materials, goods, and services.
- Reviews and submits payroll batches in a timely manner.
- Reviews weekly cash transactions and prepares deposit.
- Oversees building maintenance, repairs, and work orders for the Library Department; coordinates and schedules building maintenance with other City departments and outside contractors; provides oversight of building security and alarm system and coordinates services with alarm company; and provides oversight of maintenance of keyless door system hardware and software.
- Coordinates Human Resources functions including recruitment and orientation of new hires; supervises assigned staff; and prepares employee evaluations.
- Prepares and submits Library items for City Council agendas that need approval at City Council meetings.
- Responsible for oversight of meeting room reservations.
- Coordinates finances, memberships, and fundraising activities with Friends of the Prescott Public Library.
- Oversees Library Department operations in absence of management for that area.
- Serves as member of the Library Management Team with responsibilities for planning and project management.
- Collaborates with other City departments to facilitate smooth operations.
- Monitors records retention schedules for the Library; arranges for retention of items; and adheres to Arizona State Library Archives and Public Records retention schedules.
- Facilitates monthly safety training for Department employees.
- Participates on the City Safety Review Board.
- Analyzes and implements process improvements.
- Oversees Department volunteers including recruitment, orientation and ongoing supervision.
- Performs other duties as assigned.
Knowledge, Skill and Abilities:
- Knowledge of the City of Prescott's governmental organization, policies, and procedures.
- Knowledge of municipal budgeting, financial policies, and procedures.
- Knowledge of administrative practices and procedure.
- Knowledge of methods and techniques for recordkeeping.
- Knowledge of Microsoft Office products.
- Skill in interpreting, developing, and applying rules, policies, and procedures.
- Skill in collecting, reviewing, verifying, and analyzing data.
- Skill to effectively supervise, motivate, mentor, and lead staff and volunteers
- Skill in recruiting, placing, and recognizing volunteers.
- Skill in communicating, both verbally and in writing and both on an individual and group basis.
- Ability to establish and maintain effective working relationships with state/federal/local officials, elected officials, staff, and City residents.
- Ability to review work for accuracy.
- Ability to be self-directed to meet deadlines.
- Ability to analyze, organize, and prioritize work while meeting multiple deadlines.
- Ability to work independently and as a member of a team.
- Ability to create a collaborative environment with open, effective communication.
- Ability to accurately prepare and maintain records, files, and reports.
- Ability to recognize, analyze, and solve a variety of problems.
- Ability to exercise sound judgment in making critical decisions.
Physical Demands and Working Conditions:
- Work is performed in a standard City office environment
- Safely operates a City vehicle and variety of standard office equipment including a computer terminal, telephone, 10-key calculator, copier, and fax machine requiring continuous and repetitive arm, hand, and eye movement.
- Clearly, concisely, and effectively communicates in person, electronically, and over the telephone.
- Work if performed in a dynamic environment that requires sensitivity to change and responsiveness to changing goals, priorities, and needs.
Successful candidate will receive a post-offer, pre-employment background screening to include:
- Drug screening
- Motor vehicle records check
- Criminal background screening