Provides excellent customer service to both internal and external customers
Manages the day-to-day operations of multiple administrative functions within the library including managing assigned staff through appropriate delegation and supervision; meeting regularly with staff to review work assignments and resolve workload and technical issues
Provides leadership, direction and coaching to employees, and training coordination in professional responsibilities
Evaluates operational and administrative programs, develops standard operating procedures (SOPs), and issues and recommends and implements solutions
Manages the library’s budget, including the personnel, operating budget, capital improvement program (CIP), priority-based budgeting, and the budget management and reporting system
Responsible for preparing analytical and budgetary comparative information for presentation to staff, council, and board of supervisors
Prepares short and long-range revenue and expenditure forecasts; supports forecast modeling
Analyzes the completeness and accuracy of prepared budget data provided by district libraries
Adheres to established accounting standards and City of Flagstaff and Coconino County deadlines
Complies with financial reporting requirements as they relate to federal, state, and local entities
Provides training in the preparation, presentation, and monitoring of the library’s annual budget
Directs and monitors IT support staff activity including planning, organizing, procurement, tracking services, system upgrades, technology support performance including monitoring results and service levels in collaboration with city IT standards
Oversees facility maintenance and operations, serving as the primary liaison with city departments; manages facility-related projects including remodels, capital improvements, contractors and project partners
Responsible for more complex library issues, handles emergencies and difficult situations
Provides a high level of support, performs research, and manages projects for the Library Director in implementing the strategic plan and library goals and objectives
Provides executive level support and project management assistance to the Library Managers and others including understanding the Library Director’s Work Plan, details, timelines, and relationships
Collaborates with city procurement for formal procurement processes, develops and monitors scope of work, manages vendor relationships and service agreements
Supports strategic initiatives in the Library Director’s Work Plan, including facilities and project management, procurement, vendor and contract administration
Assists with Library Director’s responses to news or changing policy, monitors and researches items on the Library Director’s Work Plan, and prepares reports of findings and recommendations
Assists the Library Director in drafting responses to community concerns, needs, and questions
Maintains and distributes community information as requested by the Library Director
Assists with ongoing communication to Flagstaff Library and Library District staff, supervisors, managers, and directors including reviewing and distribution reports, coordinates communication between all parties, develops meeting agendas, and assists with developing work programs
Other duties as assigned
To review the full job description for this position, please click the following: Library Administration Manager - Job Description
