The Administrative Services Manager serves a key role in TLA’s business operations for internal and external customers through basic bookkeeping, general office systems management and as a representative of TLA’s customer service team.
This position provides support and coordination with TLA’s external accounting services firm; supports registration and membership data entry; and manages general office needs such as replenishing office supplies, filing, records maintenance, meeting minutes and mail processing. The Administrative Services Manager represents the association through phone, email and attendance at in-person or virtual events
This position reports to the Executive Director.
Texas Library Association (TLA) a non-profit organization founded in 1902 to promote libraries and library services in Texas, supports the work of libraries, library professionals, and educators throughout the state. Our membership of almost 6500 members includes library professionals from school, public, academic, and special libraries, and library supporters dedicated to helping libraries better serve their communities.
Accounting & Finance
Serves as the point of entry for management of accounts payable and receivables. Processes daily mail and check log. Manages back-ups and prepares receipts for daily deposits.
Oversees credit card processing and chargebacks, research and processes refund requests for credit cards.
Process incoming invoices obtaining approval, coding to appropriate general ledger account, and routing to accounting services firm.
Provides accounting coordination through QuickBooks reports for staff and external parties such as sponsors, speakers, member unit volunteers and suppliers.
Assists in collections for outstanding Accounts Receivable.
Reviews new vendor requests and obtains W-9s.
Assist in preparation of annual tax documents.
Participates in annual audit and 990 preparation for requirements reporting.
General Office Support
Perform general administrative functions such as reception desk support as needed for visitors and callers, board and special committee meeting set-up, office supplies order, etc.
Coordinate with property management company for service and maintenance needs.
Facilitate essential office systems and support service. Ensure vendors are providing necessary support to fulfill service level agreements. Systems include but are not limited to telephone & fax, postage machine, copier.
Maintain office filing and retention schedule for proper records maintenance.
Takes accurate meeting minutes for executive board and council meetings.
Prepares general correspondence and reports.
Membership & Registration Support
Assists with data entry of membership dues information,
Assists with TLA event and program registration and attendee management support through use of databases and virtual event platforms.
Assists in production of registration reports as well as registration-related meeting materials, such as attendee lists, CE credits and certificates.
Assists the Executive Director as needed
Other duties as assigned
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Associates Degree or higher strongly preferred, but experience may be considered in lieu of education.
Five to seven years of related work experience required.
Proficient Microsoft Office programs (Word, Excel, PowerPoint)
Access database experience ideal.
Experience with current business office technology systems such as VoIP, Zoom, Microsoft Teams, use of copiers and postage machines.
Previous experience with CRM or AMS software preferred
A basic knowledge of bookkeeping and QuickBooks Enterprise experience
Experience working in associations with volunteers and large conferences and meetings a plus.
Excellent verbal and written communication skills.
Reliable, self-starter with excellent time management and organization skills.
Can-do problem solver with ability to thrive in a fast paced, collaborative, team environment.
Quick and inquisitive learner.
Ability to lift 20 lbs.
Ability to travel within the State of Texas.
Position contingent on passing criminal background check.
Telecommuting is allowed.
Additional Salary Information: Excellent employee benefits provided including:
Company-paid employee health, vision, dental, and ADD insurance
Employer-matching 401(k) retirement fund up to 7%
21 paid holidays each year
10 paid vacation days each year
12 paid sick/3 personal days each year
Flexible working hours with a schedule between 7:00 to 5:30
Option for remote work up to 20% after initial training period of 3-6 months
About Texas Library Association
Whether promoting intellectual freedom or working to strengthen libraries and demonstrate their value, the Texas Library Association (TLA) is the embodiment of the aspirations first conceived over 110 years ago.
Our mission is to empower library personnel and supporters to develop library excellence for the people of Texas, and our goals are:
To support continuous improvement towards excellence in libraries and librarianship,
To support and encourage equity, diversity and inclusiveness,
To advocate for equity of access to information in a changing environment,
To model and promote ethical responsibility and integrity,
To advocate for and protect intellectual freedom,
To support and encourage literacy and lifelong learning,
To advocate for social responsibility and the public good.
TLA envisions a future where each and every Texan recognizes the value that libraries bring to their lives. The organization enables libraries in Texas to offer open access to information resources and services to all people. The people who work for and support Texas libraries add significant value to the lives of all Texans.
TLA is a positive role model and va...lued leader, partner, resource, and advocate for Texas libraries. TLA reaches Texas communities, expanding access both physically and virtually, to bring literacy and lifelong learning to the forefront. TLA seeks innovation and sustainability of resources to connect and inspire all Texans to grow, learn, and reach for excellence.