Bookkeeper / Purchasing Coordinator – Denville Public Library

Morris Automated Information Network (MAIN); Denville (NJ); On-site; USD 34,440 - 41,328; Part time

Job summary

Morris Automated Information Network (MAIN) is seeking a part-time Bookkeeper for Denville Public Library to support financial operations during library open hours. The role offers flexible scheduling (20 hours/week) with some evenings for board meetings and one outreach event per year.

Responsibilities include processing payables/receivables, maintaining the general ledger, preparing monthly reports, budget assistance, payroll processing, and ensuring compliance with state and municipal

Qualifications

• High school diploma with 5 years bookkeeping experience or college degree with 3 years bookkeeping experience.
• Proficiency in QuickBooks Online, Word and Excel.
• Excellent typing and computer skills.
• Ability to communicate effectively with staff, vendors, auditors and public officials.
• Proven attention to detail and organizational skills.
• Ability to maintain accurate records and meet deadlines.
• Ability to handle confidential information with discretion.

Responsibilities

• Process accounts payable and receivable; reconcile invoices and vendor statements
• Maintain general ledger and prepare monthly financial reports for the Library Director and Board of Trustees
• Reconcile bank statements and library accounts on a monthly basis
• Assist in preparation of the annual budget and monitor expenditures against budget lines
• Process payroll information including running accruals.
• Maintain financial records in compliance with state and municipal regulations
• Deposit all cash and checks into appropriate accounts in a timely fashion
• Prepare financial documentation for annual audit and respond to auditor requests.

Skills

QuickBooks Online

MS Word

MS Excel

Typing

Communication

Attention to detail

Record keeping

Discretion with confidential info

Education

High school diploma + 5 years bookkeeping

College degree + 3 years bookkeeping

Job description

Employment Type: Part time – 20 hours a week

Schedule: Flexible scheduling, Mon-Fri, during Library’s open hours. At least 1 evening/month for Board Meetings. Also, all employees are required to work one outreach event a year.

Salary Range: $25 – 30 hourly, commensurate with experience

Qualifications

Required

• High school diploma and 5 years satisfactory bookkeeping experience or; college degree and 3 years bookkeeping experience or; any equivalent combination of training, education and experience.
• Proficiency in Quickbooks Online, Microsoft Word and Microsoft Excel.
• Excellent typing and computer skills.
• Ability to communicate effectively with staff, vendors, auditors and public officials.
• Proven attention to detail and organizational skills.
• Ability to maintain accurate records and meet deadlines.
• Ability to handle confidential information with discretion

Preferred

• Experience in public sector or library environment.
• Familiarity with New Jersey public procurement regulations.
• Experience with Primepoint.
• Knowledge of library operations.

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Key Responsibilities

• Process accounts payable and receivable; reconcile invoices and vendor statements
• Maintain general ledger and prepare monthly financial reports for the Library Director and Board of Trustees
• Reconcile bank statements and library accounts on a monthly basis
• Assist in preparation of the annual budget and monitor expenditures against budget lines
• Process payroll information including running accruals.
• Maintain financial records in compliance with state and municipal regulations
• Deposit all cash and checks into appropriate accounts in a timely fashion
• Prepare financial documentation for annual audit and respond to auditor requests.

Purchasing & Procurement

• Coordinate all library purchasing, including materials, supplies, equipment, and services
• Solicit quotes and process purchase orders in accordance with public procurement policies
• Maintain vendor relationships and track outstanding orders and deliveries
• Ensure purchasing compliance with New Jersey Local Public Contracts Law and library policy
• Manage receiving records and resolve discrepancies with vendors

General Administration

• Maintain organized digital and paper records
• Assist with grant reporting related to financial expenditures as needed
• Maintain employee files, including health benefits and pension
• Delivers mailings for the Library to the Post Office
• Act as a liaison with cleaning, maintenance, electrician, plumber and other services
• Assists the Director by performing and coordinating administrative support services
• Records minutes at all monthly Board meetings, and any special meetings occurring during the year
• Perform other duties as assigned by the Library Director
• This position is not entitled to health benefits.
• Ten vacation days at the daily equivalent rate.
• After one year of employment, 3 personal days at the daily equivalent rate.
• Entitled to earned sick leave per N.J.S.A. 34:11D-1.
• Three paid holidays at the daily equivalent rate – July 4 th , Thanksgiving and Christmas.
• Enrollment in the Defined Contribution Retirement Plan (DCRP), if eligible.

Denville Public Library is an Equal Opportunity Employer. Fingerprint/background check is required as part of our pre-employment procedures.

Main is the engine that powers over 60 Libraries in seven counties in New Jersey. We provide quality services, programs, learning platforms, cost-sharing, and the technology framework to keep our member libraries running 24/7.