Administrative Services Manager

Application Deadline is February 26, 2021; 5 p.m.

Job Description

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.

About Us

 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.

 Essential Duties:

 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.

 General

 Assists the Executive Director as needed

• Other duties as assigned

Qualifications:

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.