Fiscal Officer Job Description

Fiscal Officer

Immediate Supervisor

Board of Trustees

Delegation of Authority  

In the event of illness, emergency, death, or incapacitation of the Fiscal Officer the Board of Trustees, based on recommendation of the Fiscal Officer, will appoint a UAN trained assistant to act in his/her stead if unable to fulfill his/her duties.   UAN should be notified as soon as possible.  Whoever acts as a temporary Fiscal Officer should be temporarily bonded and be temporarily placed on the signature card at all financial institutions.

Positions Supervised

None

Job Responsibilities 

The Fiscal Officer maintains accurate accounts of all funds and ensures all financial operations comply with statutes governing Libraries pursuant to Ohio Revised Code.  The Fiscal Officer makes investments per Library Board of Trustees policies.  The Fiscal Officer works closely with the Library Director and the Board of Trustees on the budget and control of funds.  

Minimum Qualifications 

High School Diploma or equivalent. Must be able proficient with personal computers and standard software.  Must meet statutory bonding requirements under Ohio law (ORC 3375.32) and pass a criminal background check. 
Additional Qualifications Preferred:  Associate degree in accounting, business, finance, or closely related field. Experience in finance, budgeting, payroll processing, or general accounting. Experience with government accounting and the Uniform Accounting Network (UAN). Prior public library work experience. Evidence of continued interest in the field of library finance.

Salary

To be negotiated by the Board of Trustees. 

Evaluation 

Will be evaluated by the Board of Trustees once a year.  

Work Week

Determines own hours with option of remote work.

Essential Functions

  1. Know and apply the local, state, and federal statutory requirements relating to libraries.  Review State Auditor bulletins and highlight to share with the Library Director and the Board of Trustees. Prepare and file monthly financial statements, annual financial reports, and state/federal tax and payroll reports, acts as liaison during state audits by the Auditor of State of Ohio.
  2. Assist Library Board of Trustees and Library Director in the preparation of the general and special fund budgets and oversee the distribution of budgeted funds. 
  3. Set up and maintain financial records; monitor financial reports for budget management. 
  4. Prepare and submit fiscal reports to federal, state, and local governments and other agencies as required by law.  Publish the Library’s annual financial report.  
  5. Oversee collection of receipts and placement in Board approved depositories in a timely manner as prescribed by law.
  6. Reconcile statement with invoices and prepare checks.
  7. Balance checks and bank statements to reach accord with cash journal.
  8. Prepare and distribute reports for the library board meetings.  
  9. Attend monthly board meetings.  Maintain files of all Board meeting record for auditing purposes. 
  10. Provide the Library Board of Trustees with a year-end financial statement showing the receipts and expenditures in detail and report of the breakdown of individual fund activity.
  11. Recommend investment of funds to the Library Board of Trustees.
  12. Perform payroll functions, including appropriate tax, statutory, OPERS and authorized deductions; and maintain payroll and leave records.  File all payroll related forms with appropriate agencies.  Handle Bureau of Worker’s Compensation coverage and claims.  
  13. Make regular visits to the library to review financial procedures, answer payroll concerns, and discuss budgetary needs. 
  14. Communicate financial and payroll information to employees as needed.
  15. Supervise the Library’s property, liability, and fiduciary insurance programs.  Assist the Director and the Board of Trustees with evaluation of insurance plans.  
  16. Assist with preparation and review of specifications and other documents for biddable purchases, grants, donation solicitations and levy campaigns.  
  17. Maintain inventory of fixed assets.
  18. Complete annual continuing education units and comply with reporting rules set by the Ohio Auditor of State.
  19. Join and participate in the Ohio Library Council and other relevant organizations as recommended by the Board.
  20. Promote a positive image of the library.  Publicly support the Library Board of Trustees, the Library Director, and library policies.  
  21. Perform other related duties as required.  

Library Wide Standards

  1. Demonstrates initiative, is a self-starter.  
  2. Demonstrates ability to focus on details.
  3. Actively cooperates and works effectively with others, promotes teamwork, shares information, and works to resolve conflicts, as appropriate.
  4. Adheres to Library policies, procedures, and standard practices.  
  5. Behave in a professional manner.
  6. Demonstrates ability to organize work and to carry through established procedures.
  7. Have reliable transportation to perform duties of this position.
  8. Ability to develop good rapport with library patrons.

Knowledge, Skills, and Abilities

  1. Familiarity with budgeting, library finance, and fund accounting practices.
  2. Ability to learn about and effectively use computers and other technology as required.  
  3. Ability to operate standard office equipment.
  4. Ability to exercise independent judgment, reliability, handle public funds responsibly, and maintain confidential integrity as required.
  5. Ability to accurately interpret library rules and regulations as found in the Ohio Library Council Public Library Accounting Handbook.
  6. Possesses strong communication and public relations skills.
  7. Ability to maintain a close working relationship with Trustees, the Director and library employees.
  8. Flexible, hard-working and detail oriented.  
  9. Ability to securely maintain and organize accurate records in accordance with applicable laws and Board policies. 
  10. Familiarity with current developments and trends in accounting as it relates to libraries.