Bookkeeper/Office Manager

C.E. Brehm Memorial Public Library District is taking applications for the position of Bookkeeper/Office Manager. To apply, please submit a Cover Letter and Resume by mail, in person or via email. Full job description can be found here. Applicants will have until April 21, 2025 to submit a Cover Letter and Resume. For more information about the Library and its history, check out our Who We Are page.

Company Overview:

C.E. Brehm Memorial Public Library District is in Mt Vernon, IL in Jefferson County (approximately 140 miles southeast of Springfield, IL, 80 miles east of St Louis, MO, and 90 miles west of Evansville, IN) The Library has a service population of just over 36,000 residents. The Library was established as a City Library in 1899, and became a District Library in 1989, expanding the District to its current size (15 townships) in 2003.

Population:

Jefferson County, IL: 37,113
Mt Vernon, IL: 14,600
Service population is 36,213.

Job Summary:

The Bookkeeper/Office Manager is responsible for keeping an accurate account of the library’s finances and daily records, overseeing building needs, and assisting the Library Director.

  • Job Type: Full-Time (On-Site)
  • Job Duration: Indefinite
  • Salary: $35,000.00 – $45,000.00
  • Min Experience:  2 Years bookkeeping/accounting experience
  • Min Education: Associates Degree in Accounting
  • Job Category: Administration

Duties and Responsibilities

*Please Note: This job description is intended to outline the general nature and level of work performed by individuals assigned to this position. It is not intended to be construed as an exhaustive list of all responsibilities, duties, and skills required. The Library Board reserves the right to amend and change responsibilities to meet organizational needs as necessary. 

  • Record daily, weekly, monthly, quarterly and annual statistics for the library
  • Balance cash drawers daily
  • Make up weekly deposit slips and take cash and checks to bank
  • Empty cash in copy machines and deposit in bank as needed
  • Maintain and balance petty cash monthly or as needed
  • Prepare payroll every two weeks and maintain and file all required reports
  • Maintain the Accounts Receivable and Payable records and prepare reports as requested by the Library Director and Board of Trustees
  • Maintain vendor records including W-9s and prepare 1099s as needed
  • Prepare and file disability, worker’s compensation, etc., forms as needed
  • Maintain equipment inventory and order needed library supplies
  • Assist with mail check-in and distribution
  • Assist with the circulation of materials, local and ILL, receive and record fines and fees
  • Assist the Library Director with needed information and statistics
  • Troubleshoot equipment hardware/software and determine need for outside service
  • Oversee building maintenance
  • Make necessary business and maintenance phone calls
  • Assist in yearly audit
  • Notary duties for library and board of trustees
  • Prepare all forms and functions as the Retirement Plan Administrator which will include training and continual education. (Director is Admin for all signings)
  • Become FOIA certified and Prepare FOIA request from FOIA Officer
  • Perform miscellaneous related duties as assigned

We are an equal opportunity employer, and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, ethnicity, ancestry, age, disability status, marital status, pregnancy, veteran status, sexual orientation, gender identity and expression, genetic information, political affiliation or any other protected characteristic in accordance with applicable laws and regulations.  

Requirements

Competencies and Qualifications:

  • Ability to learn to operate a wide variety of equipment, including telephone, copier, fax and computer hardware
  • Physical ability to place and/or remove items from filing cabinets and storage units
  • Report to and work under the supervision of the Library Director
  • Communicate and cooperate with other staff members by sharing duties as needed
  • Maintain a good working relationship with the public both in person and on the telephone

Education and Experience:  

  • Minimum of Associates Degree in accounting
  • Two years of successful accounting work
  • Familiarity with QuickBooks accounting software (preferred)