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Jose Ruiz's picture

Library Assistant Director, Evanston Public Library (Apply by March 13)

Location 
US-IL-Evanston
Job Type 
Regular Full-Time
Department 
Evanston Public Library
Salary 
$101,006.00-$146,458.00/annually
Posted Date 
2/20/2017
Job Closing Date 
3/13/2017
Application: https://careers-cityofevanston.icims.com/jobs/1194/library-assistant-director/job

Nature of Work/Essential Functions:

*Starting salary is dependent upon qualifications, but in most cases is no higher than the midpoint for range.

 The work of the Assistant Director of Library Administration involves the day to day administrative work of three library facilities comprised of over 121,465 square feet of interior space, as well as major capital projects to renovate, repair or replace these public assets. Employees within the Administrative Division include the human resources, procurement, marketing/public relations and development personnel. The Assistant Director of EPL Administration oversees the budget and purchasing activities of the Evanston Public Library through the creation of the annual budget and provision of monthly financial reports and through the supervision of the procurement and human resources staff. The Assistant Director serves as a key advisor to the Library Director on all fiscal policy matters, including financial reporting; payroll administration; financial planning and financial forecasting; budget development and management; accounts receivable; and purchasing; develops and implements policies and procedures governing library operations within established budgetary limitations; performs delegated tasks in managing the delivery of educational programs and services and special events throughout the City and at library facilities; exercises initiative and independent functioning in the general management of staff and facilities. He/she works with staff and Library operating departments to ensure that financial policies and practices are consistent with operational needs, and that generally accepted business practices and City policies are followed.

 

Specific assignment will include some or all of the following:

  • Supervises human resources, procurement, marketing/public relations and development staff; assigns projects and activities; monitors work activity, evaluates performance, initiates and/or reviews discipline; hires and approves hiring of other employees.
  • Working with Library Managers, coordinates and manages the preparation of the Evanston Public Library’s budget including both revenue and expenditure history analysis and future projections for all funds, submits recommendations to the Library Director for final approval. Monitors expenditures to ensure the budget allocations and expenditures are balanced.
  • Monitors the cash position of Library funds. Prepares cash forecasts and compares actual cash flow to forecasts for Library funds as needed.
  • Works in collaboration with the Building Manager on facilities, maintenance and security issues. Plans, directs and manages all of the day to day activities associated with the maintenance, operations and construction work which affects Evanston Public Library employees as well as residents, elected officials and all users of the Evanston Public Library.
  • Assists in administration of debt programs in accordance with City of Evanston policy. Assists City of Evanston staff in the sale of City debt as required to fund the Evanston Public Library Capital Improvement Program.
  • Directs the formulation of financial analyses, reports, work programs, and informational summaries; interprets and summarizes such studies, including budget and investment reports.
  • Works with other Library Managers to coordinate financial policies and procedures within overall Evanston Public Library and City goals, objectives, policies and practices.
  • Completes all reports required by funding agencies including the City of Evanston, State of Illinois, Grantors, Donors and Federal Government Agencies.
  • Develops and implements department policies and procedures designed to improve operations, minimize operating costs, and effect greater utilization of resources. Recommends policies and provides technical and operational advice in area of expertise.
  • Confers and consults regularly with the Library Director and other senior staff and officials; makes presentations to the Evanston City Council, Evanston Public Library Board of Trustees and/or other groups as required. Attends night and weekend meetings as required.
  • Represents the Evanston Public Library at professional gatherings and forums and may represent the Library at City of Evanston and community programs.
  • Employs and supervises properly trained staff and volunteers.
  • Assists in the development of grants to acquire additional funding for Library services and programs.
  • Deals directly with public via 311, phone calls, site visits, meetings.
  • Develops RFP’s and bids for procurement of products, services, and construction.
  • Recommends and obtains appropriate employee training courses.
  • Researches maintenance alternatives for the areas overseen to find better methods, efficiencies and cost savings.
  • Performs other duties as assigned.

 

Minimum Requirements:

  • Must possess a Bachelor’s Degree or higher in business or public administration, finance, or substantially similar degree from an accredited college or university. A Master’s Degree in Public Administration or Library and Information Science is preferred.
  • Must possess seven (7) or more years of experience in government/municipal finance administration, personnel and project management and must possess three (3) or more years of experience in a supervisory capacity.
  • Must possess a valid driver’s license and a safe driving record.
  • Knowledge, Skills, and Abilities:
  • Experience planning, organizing, directing, and conducting the administrative and management functions of a multi-divisional department.
  • Proven ability to effectively manage staff and build and maintain positive working relationships with employees at all levels of the organization.
  • Mastery in budget and financial management and a thorough understanding of financial constraints faced by local governments. Thorough knowledge of theory, techniques and methods as applied to the implementation of public sector management, funding and capital improvements.
  • Experience in organizations where participative management concepts and strong customer service prevail.
  • Demonstrated skill in sound problem-solving, critical thinking, time management, communications, managerial, budgetary, analytical and decision making skills.
  • Demonstrated excellence in communication skills, including written, verbal and listening, including public presentations.
  • Demonstrated skill as a manager with a functionally diverse staff. Ability to establish and maintain effective working relationships with a diverse group of City officials, staff and citizens throughout the City and outside of the Library.
  • Skill in directing staff, consultants and contractors to meet project goals, deadlines, budgets and specifications including the ability to facilitate meetings and lead project teams.
  • Demonstrated skill in business software applications, including but not limited to word processing, spreadsheet, data base, and presentation software; ability to learn and be proficient with the City’s financial management and human resources software system.
  • Ability to learn, understand and apply federal and state statues and financial requirements, City ordinances, rules, regulations, and procedures.
  • Ability to read, understand and interpret statutes, rules, regulations, ordinances, policies and procedures, journals, newspapers, memos, letters, reports, legal documents, and financial documents.
  • Ability to create project plans and manage multiple projects simultaneously.
  • Ability to adapt to changing goals and initiatives. Ability to work under pressure and coordinate numerous activities and groups of people who need to cooperate to achieve maximum efficiency.
  • Thorough knowledge of library operations and all applicable library laws, statutes and reporting requirements.
  • Thorough knowledge of design concepts, contract document development, cost estimation, scheduling and administration for projects. Working knowledge of building codes, applicable law and regulations.
  • Thorough knowledge of consultant selection process, techniques and methods.
  • Working knowledge of project management practices and procedures in order to appropriately monitor and evaluate project progress.
  • Skill in directing staff, consultants and contractors to meet project goals, deadlines, budgets and specifications including the ability to facilitate meetings and lead special project teams.
  • Ability to review requests for payment in terms of contract compliance, successful delivery of required services, project budget, and City practices and procedures.
  • Ability to read, interpret and evaluate drawings, specifications, proposals, contracts, design plans, laws, ordinances, codes, rules, regulations, policies, procedures, financial documents, legal documents, memos, journals, research results, correspondence, grant applications, punch lists, contract awards, change orders, as-built plans, technical instructions and manuals.
  • Ability to work with statistics as needed including budgeting and cost monitoring.
  • Thorough knowledge of policy and process evaluation concepts and the ability to assemble, analyze and organize critical data.
  • Skill in assessing procedures, practices and/or policies, and in evaluating them for effectiveness and efficiency; ability to make recommendations regarding possible changes or affirmation of current status to a wide variety of audiences, both verbally and in writing.
  • Knowledge of theory, techniques and applications of municipal management and supervision, including operation within a unionized and non-unionized environment.
  • Skill in prioritizing short-term and long-term activities.

  

PHYSICAL REQUIREMENTS OF WORK:

Work is performed primarily in a sedentary position.

Ability to lift more than 20 pounds. Ability to see, smell, taste, hear, and speak.

Ability to perceive color, depth, and texture.

 

Additional Information:

SUPERVISION:

Under the general direction of the Library Director or designee, work is performed with independence; works closely with City officials and Library staff at all levels of the organization. Assignments are received via work requests, e-mails, phone calls, questions, meetings and direct project and ongoing assignments from the Director; employee is responsible for prioritizing work tasks, and for identifying, including, referring and coordinating the appropriate City staff within or outside of the Department in order to resolve a problem or situation. Additionally; this position is responsible to review and oversee staff assigned departmental capital projects from inception through construction; projects are developed through the Capital Improvement Program (CIP) in conjunction with the Library Director and Board of Trustees; employee is responsible for prioritizing projects and work tasks, assigning workload to professional staff, periodic reporting of progress, monitoring project budgets, identification of problems and potential resolutions. Work is reviewed through observation, completion of projects, status reports, conferences and meetings with the senior management staff members of the department. Guidance is provided through City Code, Library policies, City operating practices and procedures, Personnel Manual, Purchasing Manual, applicable ordinances, statutes, codes and rules. Work is evaluated formally at least annually, with respect to supervisory skills, project management, adherence to deadlines and budget, ability to work with consultants, contractors and City officials, problem solving ability, financial analysis, customer service, project delivery, written and verbal communications, leadership skills, and performance in accordance with the classification standard.

 

PUBLIC CONTACT:

The employee has regular and frequent contact with staff and tenants of the Evanston Public Library, visitors to the library locations, citizens, contractors, developers, neighborhood groups, citizen groups, City employees, elected officials and representatives from other governmental and community agencies. Contact may be in the form of personal interaction, phone, written communication, electronic communication, informal and formal

 

Chosen candidates will be required to provide proof of licenses, certifications, and education required for this position.  Candidates will also be subject to qualifying pre-employment processes, including medical examination, drug/alcohol screen, employment verification, and criminal background check.

 

The City of Evanston is an equal opportunity employer and ensures against discrimination in employment on the basis of a person’s race, color, sex, age, religion, disability, national origin, ancestry, sexual orientation, marital status, parental status, military discharge status, source of income, housing status, or gender identity.  The City of Evanston is also committed to accessibility for persons with disabilities.  Any person needing mobility or communications access assistance should contact Human Resources at 847-448-8204 or 847-448-8052 (TTY).