JOB This is a part-time on-site position for approximately 20 hours a week responsible for
office duties, including maintaining the Bismarck Library Foundation, Inc.’s (BLF) donor
database, preparing correspondence, bookkeeping duties, preparing for meetings,
taking minutes, and working with the Executive Director for event planning. Knowledge
of donor database software, QuickBooks, and Microsoft Office is preferred.
Supervision Received: Works as a team with the Executive Director under the
supervision of the Library Director with oversight from the BLF Board of Directors.
Supervision Exercised: None.
EXAMPLE OF DUTIES • Maintains donor records in database software.
- Prepares pledge payment notices once a month for the coming month.
- Prepares renewal notices once a month for the BLF’s annual giving clubs, which
provide funds for the operation of the BLF and enhancement of library services.
- Processes all donations by making photocopies of checks and posting to donor
database software and QuickBooks.
- Prepares thank-you letters for all donations received.
- Prepares a deposit slip at least once a week for the deposit of funds received.
- Writes checks for any bills, obtains necessary signatures for approval, and posts
any debit card expenses in QuickBooks.
- Maintains comprehensive financial records in QuickBooks, prepares financial
reports for meetings, and as additionally needed.
- Pulls all necessary records for the annual audit and works with auditors during
the audit.
- Prepares a draft of the new year's budget for the Finance Committee to review
and edit at their annual budget/grant meeting in the fall.
- Maintains and prepares a mailing list for the BLF newsletter, events, and other
mailings in collaboration with the Executive Director.
- Prepares a donor list for inclusion in the BLF newsletter.
- Updates the main floor donor wall each year before the spring event.
- Works with the Events Committee and Executive Director to plan and execute
events.
- Prepares any donor/donation reports when requested by the Executive Director
and BLF Board of Directors.
- Takes meeting minutes for BLF board and committee meetings.
- Prepares for meetings: orders lunches, prepares reports, and makes
photocopies.
- Performs mail merges from the donor database for mass mailings.
- Organizes an annual library Employee Appreciation Day.
- Communicates frequently with the BLF Executive Director, BLF Board of
Directors, Library Administration, and Leadership Team members to ensure
smooth overall BLF and library operations.
- Performs other duties of a comparable level/type as required.
SUPPLEMENTAL INFORMATION • The work is typically performed in the library while sitting at a desk or table, or
while intermittently sitting, standing, walking, bending, crouching, or stooping.
The employee occasionally lifts light and heavy objects.
- 100% on-site requirement: Must be present at designated work locations to
perform daily tasks.
- The employee is subject to inside environmental conditions: protection from
weather conditions, but not necessarily from temperature changes, and
occasionally outdoors for special events, occasionally in cold or inclement
weather.
