The Division Chief of Administrative Services manages administrative functions for the Library. Those functions include accounting, purchasing, payroll, departmental performance measurement, budgeting, communications, marketing, facilities maintenance, and custodial services. This position also acts as a liaison and staff support for the Library Board and other city departments and manages staff support for the Alexandria Library Foundation and the James M. Duncan, Jr. Library Foundation. The Id... more details
Division Chief of Administrative Services
An Overview
The Division Chief of Administrative Services manages administrative functions for the Library. Those functions include accounting, purchasing, payroll, departmental performance measurement, budgeting, communications, marketing, facilities maintenance, and custodial services. This position also acts as a liaison and staff support for the Library Board and other city departments and manages staff support for the Alexandria Library Foundation and the James M. Duncan, Jr. Library Foundation.
The Ideal Candidate: The ideal candidate will have thorough knowledge of the principles and practices of public administration; thorough knowledge of general administrative practices, office procedures, and records systems; good knowledge of business and management principles involved in strategic planning and resource allocations; good knowledge of public personnel administration; good knowledge of the principles and procedures of fiscal management, particularly those related to accounting, budgeting, and grant and special fund management; good knowledge of standards of service and administration in the program areas served; ability to develop and monitor a departmental budget; ability to review and revise management methods and procedures; ability to formulate, revise, and implement administrative policies and procedures; ability to communicate clearly and effectively, both verbally and in writing; ability to provide supervision, direction and guidance to subordinate staff; ability to develop, implement, and manage fiscal and management information systems; ability to interpret regulations, and to explain objectives and procedures; ability to establish and maintain effective working relationships with other departmental staff, Library Board members, City officials, citizens, and vendors; skill in operating a personal computer and utilizing software applications used in developing word documents, spreadsheets, and other formats.
The Opportunity:
Manage and oversee all financial functions, acting as Library’s controller. This includes preparing and monitoring the Library’s annual operating budget and State Aid budget, as well as overseeing all accounting processes such as accounts payable, recording of income, and production of management reports. Work is done independently of City of Alexandria accounting systems.
Performs highly responsible management functions supervising and directing the activities of the Division of Administrative Services which includes fiscal operations (operating, capital, and special revenue), facility operations, and marketing and public information;
Directs, manages, and supervises the Division's employees and ensures that program objectives and outcomes are achieved;
Oversees management of subordinates to include decisions on hiring, time management, discipline and content of performance evaluations;
Assesses the department's administrative needs and problems, and reallocates or secures resources to meet those needs;
Conducts and attends meetings as a Departmental representative;
Oversees Communications infrastructure for Library;
Directs planning and inspection, research, and data analysis of operations and establishes/revises management methods and procedures to improve work flow, simplify reporting procedures, reduce costs and meet professional standards and legal requirements;
Provides guidance and assistance to Department top management regarding State/City regulations and procedures;
Oversees Library Board relations and support including creating agendas and board meeting minutes, maintaining files and policy administration;
Formulates and recommends policy on matters having Department implications, implements changes in policies and procedures, presents new or revised written directives, and monitors changes in State and Federal law affecting Departmental operations;
Monitors Department's operational effectiveness, selects program areas for inspection and analysis, conducts management studies, and audits to assess operational conditions;
Manages grants and special funds and oversees investment management according to Library Board policies;
Manages performance measurement for the department;
Provides leadership to managers regarding fiscal operations, facility maintenance, and custodial services;
Oversees or performs the dissemination of related budget information provided by contractors and management of payroll, purchasing and procurement, travel reimbursements and grant management;
Performs related work as required.
About the Department Alexandria Library celebrates diversity within our community and staff by:
Offering programs and resources that reflect our uniquely multicultural community
Creating a welcoming and inclusive environment
Fostering an atmosphere of dignity and respect
Providing opportunities for all staff members to grow and excel
In addition to all of our print offerings, we provide access to the world of electronic information through our online databases. Customers can search genealogy records, borrow eBooks and eAudiobooks and download digital music. Free public access to the Internet is available at all branches as well as free Wi-Fi access.
In addition to our traditional public library spaces, the Alexandria Library assumed management of the Alexandria Law Library in 2015. This addition to the library network has benefited local litigators and the general public. Access to quality legal information increases the ability of people to seek and obtain fair, accessible, and equitable assistance in reaching an outcome under the law.
Over the last 15 years, the library highlighted the anniversary of America’s first ever library sit-in for civil rights. On August 21, 1939, Alexandria Library staff and patrons watched as a young African American entered and asked to register for a library card. When he was refused, he picked up a book, took a seat, and began to read. Minutes later, another well-groomed and polite young adult repeated these actions. This continued until the young people occupied five tables. Each one sat in silence and read a book. Flustered library staff called the police. While none of these men received a library card at the time, the event has been a catapult for library programming and services to highlight the contributions and needs of the multicultural community that we serve.
During the recent challenges presented during the global pandemic, the Alexandria Library rose to the challenge by providing excellent customer service with curbside service, virtual reference services, online programming, internet access in the library’s parking lots, and initiated loans of laptops and hotspots.
We remain committed to having materials and the types of programming that people have come into libraries to use for years and will continue to offer both in-person and virtual opportunities for our community to learn, explore, create and connect.
Minimum & Additional Requirements
Bachelor’s degree in Finance, Management, or Business Administration or related field. With six (6) years’ experience in preparing and managing budgets, policy and procedure development, human resources, purchasing or any equivalent combination of experience and training which provides the required knowledge, skills and abilities.
Two (2) years of experience in a lead or supervisory capacity.
Degree requirements may be substituted with an equivalent combination of education, training, and experience.
Preferred Qualifications
Master’s degree in Accounting, Finance, Public or Business Administration; seven (7) years' experience developing, monitoring and managing budgets and fiscal operations, working in administration; or any equivalent combination of experience and training which provides the required knowledge, skills, and abilities.
Five (5) years of experience supervising professional and support staff, and providing guidance and direction.
Notes
This position requires the successful completion of pre-employment background checks including but not limited to a criminal background check. Schedule: Monday – Friday, 9am – 6pm. However, hours may change to meet the staffing needs of the library, and may include days, evenings, and possibly weekend hours.
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