Administrative Assistant & Bookkeeper

WESTERN MANITOBA REGIONAL LIBRARY
JOB Description & Posting

The Western Manitoba Regional Library is seeking applications for an Administrative Assistant and Bookkeeper. This role is 30 hours per week plus one evening a month to act as Secretary for the WMRL Board meetings. Hours worked during the week can be flexible within regular working hours. Interested candidates should submit a cover letter and resume highlighting their qualifications to Erika Martin, Director of Library Services by email at [email protected] by Monday, August, 17th at 1:00pm.

Position: Administrative Assistant & Bookkeeper
Department: Regional/Downtown Brandon Branch
Reports to: Director of Library Services / WMRL Board
Employee Group: Out-of-scope
Hours: 30 hours per week (6 hours/day) Monday through Friday, plus approximately 2 hours every 3rd Wednesday of the month, 6:30pm to 8:30pm (excluding July, August and December).
Salary scale: To be determined based on education and experience.

JOB SUMMARY:
The Administrative Assistant and Bookkeeper will provide a wide range of administrative, payroll, bookkeeping and office support activities for the Director of Library Services, the and the Western Manitoba Regional Library Board.

DUTIES AND RESPONSIBILITIES:

• Act as receptionist for the Director of Library Services and handle public inquiries
• Head of payroll for approximately 45 unionized and non-union staff - collecting, calculating, entering payroll data, and submitting it on a bi-weekly basis in a payroll processing application (Ceridian), including keeping track of seniority, vacation and sick leave.
• Enrolment and tracking of staff pension and group insurance including the year-end reconciliation.
• Open and distribute daily mail, check-in magazines and newspapers
• Prepare and distribute documents, correspondence, reports etc. as required by the Director and the WMRL Board
• Receive inquiries from Branch Supervisors and respond/redirect as required
• Maintain administrative filing system
• Record, prepare and distribute minutes from Brandon Staff meetings, Workplace Health and Safety Committee meetings, and WMRL Board
• Book meeting room space and prepare receipts and invoices as required
• Check month end reports submitted from Branch libraries. Complete month end report sections for ILL loans, Inter-Branch loans, door count, computer usage and microfilm usage for Brandon Branch
• Receiving donations, preparing donation receipts and thank-you letters.
• Prepare monthly petty cash report and prepare and deliver weekly deposits
• Issue and manage signing of invoices
• Assist with budget tracking and development
• Order office supplies and maintain inventory of same
• Prepare annual order of magazines and maintain a record of items received in Brandon Branch. File claims for missing items for all locations
• Prepare seniority list annually for MGEU
• Notify MGEU of names and work locations of new hires
• Prepare wage reimbursement invoices to MGEU
• Prepare and distribute letters and invoices to City, Town and RM offices notifying them of levy and rent amounts
• Maintain record of both collected levy amounts and rent payments from municipal members
• Prepare Provincial Grant Application including preparation and submission of online Public Library Services (PLS) survey
• Set-up Annual Report and insert and format written reports, statistical data, and audited financial statement.
• Distribute copies of the Annual Report as required
• Attend Library Board meetings, record minutes using Robert’s Rules of Order
• Act as Secretary to the Board, collecting correspondence, preparing agendas, minutes and setting up meetings.
• Record financial transactions and track purchases, invoices and payments. Prepare and input journal entries for approval.
• Reconcile bank statements and keep track of accounts, act as main point of contact with bank and main accounts
• Prepare documents for annual audit, deliver and pick up audit materials to Accountants/Auditors and be available for questions on accounts.
• Use Sage Accounting Software to maintain accurate records.