Job Description - Harford County Public Library

POSITION DESCRIPTION
1221-A Brass Mill Road  Belcamp, Maryland 21017  www.HCPLonline.org
Position Title: Associate Director - (Chief Financial Officer)
Grade: 17
FLSA: Exempt
Date: Updated: November 2006; Revised April 2015
Position Summary: This position manages the overall financial and business service operations of the
library system including the following areas. Finance – oversees cash flow planning and ensures
availability of funds as needed; oversee cash, investment and asset management; oversee financial
strategies and activities; as well as banking relationships; oversees preparation of annual budget and
expense analyses; oversees the Finance Department to ensure proper maintenance of all accounting
systems and functions; ensures maintenance of appropriate internal controls and financial procedures.
Ensures timeliness, accuracy, and usefulness of financial and management reporting for the system;
oversees audits. Oversees Payroll, Facilities & Operations, and Procurement/Purchasing ; oversees the
development, planning, and implementation of all capital projects; takes lead role in implementing new
initiatives for the library, as well as the improvement or modification of existing systems, processes and
procedures; as acts as liaison between department staff and Senior Management; performs other duties
as assigned. Meets minimum public service hours as defined by Library Administration.
Essential Functions:
Position Functions:
1. Manages the overall financial and business services operations of the library system;
2. Coordinate and direct the financial planning, budgeting, procurement, or investment activities of
all or part of an organization;
3. Develop internal control policies, guidelines, and procedures for activities such as budget
administration, cash and credit management, and accounting;
4. Prepare or direct preparation of financial statements, business activity reports, financial position
forecasts, annual budgets, and/or reports required by regulatory agencies;
5. Evaluate needs for procurement of funds and investment of surpluses, and make appropriate
recommendations;
6. Execute data and policy analysis
7. Advise management on short-term and long-term financial objectives, policies, and actions;
8. Analyze the financial details of past, present, and expected operations in order to identify
development opportunities and areas where improvement is needed;
9. Maintain current knowledge of organizational policies and procedures, federal and state policies
and directives, and current accounting standards
10. Oversees the development, planning, and implementation of all capital projects;
11. Oversees the procurement of all equipment and machinery for the system;
12. Promotes and facilitates team work between all departments, divisions and branches;
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13. Works with all managers and administrators in developing appropriate objectives in support of
system goals;
14. Represents the system before all relevant parties including speaking engagements; participation
in outside committee and community boards, etc.;
15. Attends and participates in Library Board meetings and Library Board sub-committee meetings;
16. Works closely with the Senior Management team in analyzing staffing, capital projects and other
budgeting issues;
17. May act as in-charge person in the absence of the Director (CEO) or other Associate Director
(COO);
Supervision Functions:
18. Hires and supervises assigned staff, including other supervisory staff, as well as assigned
volunteers;
19. Oversees the training of staff and volunteers, as assigned;
20. Administers the Performance Recognition System (PRS), the library’s performance evaluation
system, in accordance with published guidelines;
21. Approves annual leave and checks and tabulates timesheets for assigned staff;
22. Prepares monthly reports, meeting agendas, and monthly schedules;
23. Interprets and implements system wide policies and procedures;
24. Schedules and facilitates department/team meetings;
25. Ensures staff receive and understand system and department communications via written or
electronic format;
26. May act as supervisor of team or work group and/or may supervise volunteers.
Standard Functions:
27. Serves on committees and participates in workshops, seminars, and training as requested;
28. Represents Library at various outreach activities, as needed;
29. Notifies Supervisor with suggested ways to improve the efficiency and effectiveness of personnel
and procedures and system-wide goals and objectives;
30. Maintains good public relations with the community through contacts with public officials,
community leaders, volunteers, Friends of the Library, appropriate school personnel, and the
general public;
31. Proficient with technology and exhibits competence with appropriate software and apps;
32. Learns new skills and technologies to retain proficiency in areas of expertise;
33. Is dependable and punctual;
34. Maintains a positive, friendly, and cooperative attitude and provides consistent customer
service;
35. Upholds all library policies and procedures as defined in Harford County Public Library’s Policies
and Procedures Manual;
36. Completes time sheet and other necessary forms and reports accurately and in a timely manner;
37. Performs other duties as assigned.
In addition to the specific duties and responsibilities of this job, it is the responsibility of every employee to
comply with the Harford County Public Library Values statement, customer service guidelines, and all other
policies detailed in the Policies and Procedures Manual.
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Minimum Requirements:
1. Master’s degree in Business Administration, Accounting, or related field – OR –
2. Active Certified Public Accountant license;
3. Eight years or more of related professional with progressively increasing responsibilities including
managerial and/or high-level administrative responsibilities in a multi-departmental or system wide
basis; preferably to include government or non-profit experience;
4. Five years of supervisory experience;
5. Computer experience including internet, financial software, and use of computer databases;
6. Ability to work day, evening, and weekends hours.
Knowledge, Skills, and Abilities
1. Extensive knowledge of the principles, practices, and procedures of administrative and financial
management, and the ability to interpret them to the staff and the public;
2. Strong knowledge of operations and activities associated with Business Services to include finance,
payroll/benefits, computer technology, procurement, facilities, and capital projects including new
construction and renovations;
3. Ability to develop and implement capital projects;
4. Skilled in public policy;
5. Ability to prepare budget and expense analyses;
6. Ability to execute data and policy analysis;
7. Ability to gain advanced knowledge of Harford County Public Library policies and procedures;
8. Ability to act as a representative of Harford County Public Library to the public;
9. Ability to identify, collect and interpret statistical information;
10. Ability to review, evaluate, and initiate appropriate action on technical reports, contracts, and
documents concerning departmental and system-wide matters;
11. Ability to effectively coordinate, supervise, train and communicate with other staff members;
12. Ability to maintain effective working relationships with other professionals;
13. Ability to keep relevant parties informed of all major issues and programs and to recommend
changes as appropriate;
14. Ability to prepare and maintain accurate records;
15. Ability to prioritize and multitask;
16. Ability to operate relevant computer systems, including hardware and software, and office machines;
17. Strong communication skills, both verbal and written.
Reporting Relationship: This position reports to the Chief Executive Officer (Director). Directly
supervises managerial and professional staff. May supervise volunteers.
Work Environment:
1. Work requires occasional physical effort in handling of light materials, up to 30 pounds, in nonstrenuous work environment. For example, set up and take down of tables, chairs or other
equipment for meetings or events, pushing/pulling of library carts.
2. Work may require some strenuous effort in handling materials up to 60 pounds. For example heavy
tools and equipment associate with maintenance and repair of library facilities or materials through
delivery.
3. Requires sitting and use of computer and keyboard for extended periods of time.
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4. Observes safe work place practices with uncluttered workspace, including office equipment,
avoidance of trips and falls, proper lifting techniques and following fire regulations.
5. Ability to travel to branch/outside locations is required
Employees who work less than 37.5 hours per week are categorized as Non-Exempt for purposes of establishing
eligibility for overtime pay under the Fair Labor Standards Act. Compensation for overtime must be in
compliance with the Personnel Policies and Procedures Manual, Wage and Hour Law, and the Fair Labor
Standards Act.
The above job description is not intended as, nor should it be construed as, exhaustive of all responsibilities,
skills, efforts, or working conditions associated with this job. The library administration reserves the right to
change, modify, delete, and supplement job duties based on the organizations needs.
Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the
essential functions of this job.
This and all library positions are eligible for system-wide transfer.
Harford County Public Library is an Equal Opportunity Employer.
Approved by:
__________________________________
CEO
Associate Director (CFO)
_____________________________
Date
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