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Job Title: Finance and Administration Coordinator

Job Description:

POSITION OBJECTIVE

Working under general direction, the coordinator will perform diverse duties of an administrative and clerical nature requiring accuracy. The primary role of this position is to perform day-to-day accounting and financial processing functions for the Kelvin Smith Library that include 6 operating accounts, 5 library materials accounts, and over 80 endowment accounts. The secondary role is to handle library-wide responsibilities in support of the Library Management and Planning, Budgets and Assessment Team, and includes customer service, events, projects and general administrative duties.

 

ESSENTIAL FUNCTIONS

  1. Manage and implement all daily financial accounts and transactions. Process library transactions in compliance with budget and university regulations and for submission to CWRU Accounting, including: requisitions/purchase orders, operating and library materials invoices, travel vouchers, journals and cash receipts. Ensure that transactions are recorded in accordance with university procedures and general accounting principles. Process the payment of all library materials invoices into the library’s automated system. Maintain all financial records. (15%)
  2. Audit account activities. Reconcile monthly expense statements for both operating and library materials budgets. Reconcile all PCard transactions and invoice-related problems with outside vendors as well as with Accounts Payable. Investigate and determine issues and make determinations to resolve problems. (15%)
  3. Assist in the implementation and tasks necessary to execute library initiatives, projects and events. (14%)
  4. Provide recommendations to enhance and maintain financial operating systems and procedures (7%).
  5. Monitor budgets and provide financial data for quarterly forecasting, mid-year close, annual budgeting, and annual year-end closing. (7%)
  6. Collect, analyze, and interpret financial management information to assist with the preparation and recommendations for annual operating budgets. (7%)
  7. Oversee supply/material requisitioning. Manage the office inventory. Authorize purchases for Kelvin Smith Library ensuring university guideline compliance. (7%)
  8. Collect information, statistics, and/or other data. Prepare moderate to complex reports or correspondence to support daily operations of the team and senior leadership. Perform administrative and various support duties including creating, editing, and proofreading moderate to intricate documentation such as presentations, spreadsheets, and email. (7%)
  9. Make travel arrangements for senior administrators (e.g., Associate Provost & University Librarian and Associate Directors) and process reimbursements for all Kelvin Smith Library staff. (7%)
  10. Facilitate communications between the team, KSL staff and the university. (7%)
  11. Perform other daily administrative/clerical duties to ensure successful team operations. (6%)

 

NONESSENTIAL FUNCTIONS

Perform other projects and duties as assigned. (1%)

 

CONTACTS

Department: Daily contacts with all levels of Kelvin Smith Library staff and regularly with other campus departments to seek and exchange information on both routine and non-routine inquiries, etc. and respond to questions or problems related to specific accounting functions and policies.

University: Frequent contacts with accounts payable, procurement, and general accounting in regard to invoices, purchase orders, budget transfers, credit card statements, vendor accounts, etc.

External: Frequent contacts with outside equipment and service vendors for information, maintain and renew vendor contracts, resolve discrepancies and any other issues that may arise.

Students: Occasional contacts with Kelvin Smith Library student employees to exchange information.

 

SUPERVISORY RESPONSIBILITY

This position has no direct supervision of staff employees but may supervise student employees.

 

QUALIFICATIONS

Experience: 3 to 5 years of related experience.

Education: High school education required. Bachelor’s degree in business or related field is preferred.

 

REQUIRED SKILLS

  1. Significant and appropriate financial management experience, preferably in a college, university or related non-profit organization.
  2. Budget management skills, including bookkeeping abilities, e.g., to predict and estimate the operating needs of the library and to supervise the preparation and expenditure of the budget.
  3. Able to assemble complex financial data and convey statistical data effectively to both financial experts and non-experts.
  4. Good technical knowledge of Windows operating system and of software packages required (e.g., Microsoft Office: Excel, Word and PowerPoint).
  5. Ability to exercise discretion with confidential matters.
  6. Self-directed and able to anticipate team’s needs.
  7. Strong organizational skills.
  8. Highly effective at managing complex and detail-oriented work in a fast-paced environment.
  9. Ability to exercise independent judgment and manage several diverse projects and priorities simultaneously.
  10. Excellent interpersonal communication skills.
  11. Experience working with faculty, students, staff, and the general public (e.g., vendors).
  12. Ability to use technology to perform related planning and administrative tasks.

 

WORKING CONDITIONS

Typical office/library work environment; no unusual circumstances. The employee will perform repetitive motion using computer mouse and keyboard to type.

About Us FAQ

What and Where is Siegal?

The notation "Siegal" in the online catalog refers to the Aaron Garber Library of the Siegal College of Judaic Studies at 26500 Shaker Blvd. Cleveland OH 44122. The Aaron Garber Library is the academic library of the College and the central library of the Cleveland Jewish community. It includes 30,000 volumes, plus periodicals, language tapes, music and text CDs in English, Hebrew and Yiddish. The Library's electronic catalog is part of the online library system managed by Case Western Reserve University, and is included in OhioLINK, the statewide electronic academic catalog system. Online borrowing privileges are reserved for students registered at Siegal College. Community members are welcome to browse the catalog, visit the Garber Library and borrow materials.

For further information, contact by email, or call 216-464-4050 x131 or 132.

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Kelvin Smith Library | 11055 Euclid Avenue | Cleveland, OH 44106-7151 | 216-368-3506