Associate Director of Operations

The Library of Hattiesburg Petal & Forrest County is now accepting applications for the following position:

Associate Director of Operations Open: September 14, 2021 Application Deadline: until position is filledAvailable: November 1, 2021 Interviews: to be arranged

Salary: $52,500 annual ($25.24 per hour) Benefits: state retirement, state health and life insurance, dental and vision insurance, Concern Employee Assistance Program, 8 hours sick leave per month and 11.33 hours annual leave per month. Application is attached

Associate Director of Operations

The Associate Director for Operations has primary responsibility for the library’s physical plants, human resources and support services. Working closely with the Director, this person ensures the smooth operation of these areas so that the library can provide its wide array of public services. This position also participates in the planning and coordination of policies, procedures, and services – both support services and library services. This position may serve as acting director in cases of the director’s absence. Performs all other duties assigned by Director.

Work Location & Schedule The primary work locations for this position are the Hattiesburg and Petal libraries. Other duties might require work outside the primary location.

The library’s current operating hours are Monday through Thursday 8:00 am through 7:00 pm and Friday and Saturday 8:30 am to 5:00 pm. While the bulk of the work schedule will fall into these hours, the Associate Director of Operations position requires the ability and willingness to work any hours designated by Library Administration.

Primary Responsibilities:Serves as the primary Human Resources Officer Conducts onboarding of all new employees, including conducting orientation sessions Maintains employee personnel records Maintains employee time worked/leave records Serves as primary contact for personnel issues (FMLA, COBRA, ADA, FLSA, PERS, taxes, Employee Assistance Program, insurance, etc.) Administers payroll Administers all benefit programs Maintains current awareness of labor law, employment legislation and regulations as well as Human Resource best practices and trends. Ensures compliance with all applicable federal and state HR regulations and files all reports on time

Serves as building manager with primary responsibility for developing and administering a sound and practical preventative maintenance program for the physical plants and grounds.Arranges maintenance of building systems, including HVAC, electrical, telephone, elevator, and fire prevention practices. Investigates mechanical breakdowns and failure of machinery and equipment to determine cause and prevent recurrence. Arranges testing of major systems (fire alarm/suppression, elevator, etc) in accordance with established policies and procedures. Maintains appropriate records of test results. Maintains repair logs and provides for corrective action in a timely manner.

Ensures compliance with all applicable federal and state Building and Systems regulations and is responsible for filing reports on time. Maintains a physical inventory of fixed assets in compliance with state law

Purchases office supplies and equipment and maintains proper stock levels Makes library purchases in compliance with federal, state, and local purchasing lawsMaintains the accounting system and its records – includes General Ledger, Payroll and Account Payable functionsReceives and deposits library fundsServes as primary liaison for library vendors, attorney, architects and others as needed

Obtains pricing via bids and quotes following relevant local, state and federal regulationsCreating presentations and other management-level reports. Maintains library files (both personnel and general) in compliance with federal and state laws.Serves as the financial officer for all grants – maintains grant files and records and prepares applicable reports

Acts as an executive assistant to the DirectorWorks with the Director to prepare the agenda and other materials needed for the Board of Trustees meetingsMaintains correspondence for the Board of TrusteesMaintains records of Board of Trustees meetingsParticipates in research, planning, and coordination of policies, procedures, and servicesContributes to short- and long-term goalsPrepares and submits various reports in a timely fashionUpholds/enforces library rulesAcquires and maintains the skills necessary to act in the capacity of Director should the need ariseActs as Director in the Director’s absence, following established policies and proceduresAssists in creation of library budgetKeeps current with library trends and political, economic, and demographic issues that may affect library services and programs.Other duties as assigned by the Director

Qualifications Diligent and firm with high ethical standards People oriented and results driven Outstanding interpersonal skillsExcellent active listening and presentation skills Excellent communication skills – verbal, written, e-mail and phone Excellent organizational, time-management and leadership skills, with an ability to prioritize important projects Strong aptitude for root cause analysis and troubleshooting operational issues Excellent computer skills, including a high degree of proficiency in Microsoft Word, Excel, and Outlook Must have the ability to stand the majority of the work shift and to reach materials at high and low levelsMust have the physical agility to bend, stoop, twist, turn and to move materials from place to place Must have the physical ability to push carts and bins loaded with materials Must have the visual acuity to read a computer screen and a wide variety of library materials and documents In-depth knowledge of labor law, employment legislation and regulations as well as Human Resources best practices.Experience in working in Human Resources

EMPLOYMENT APPLICATIONCOVER PAGE

PLEASE READ THESE INSTRUCTIONS CAREFULLY IF THE APPLICATION IS NOT FILLED OUT COMPLETELY YOU WILL NOT BE

CONSIDERED

The applications will be reviewed by a committee and selected applicants (based on education and experience) will be interviewed.

To complete the application answer each question. Do not attach resumes or other printed documents to the application.

Applications must be returned in digital format via email to [email protected] with a subject line of Library Application.

Not everyone who files an application will be called for an interview.

DESCRIPTION OF POSITION Full-time Associate Director of Operations. The position’s primary responsibilities are as Human Resources Officer, Building Manager, and Financial Officer for the Library. This is a 40-hour per week position with a beginning salary of $52,500.00. The salary is paid once per month on the last business day of the month. Selected applicants will be scheduled to work at the Hattiesburg Library, the Petal Library and other locations as needed. This position is exempt under the Fair Labor Standards Act (FLSA).

LIBRARY STAFF HOURS The library’s current operating hours are Monday through Thursday 8:00 am through 7:00 pm and Friday and Saturday 8:30 am to 5:00 pm. While the bulk of the work schedule will fall into these hours, the Associate Director of Operations position requires the ability and willingness to work any hours designated by Library Administration.

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THE LIBRARY OF HATTIESBURG PETAL & FORREST COUNTY

Associate Director of Operations

Date: _______________ revised 09/2021

Name: _______________________________________ (Last) (First) (Middle)

Address:

______________________________________________

Phone:

Email Address:

If you are not a U.S. citizen, do you have the legal right to work in the United States? (Proof may be required after hire.)

YES NO DOES NOT APPLY

Have you ever been convicted of a crime? YES NO

If yes, please explain below. Note: A conviction does not automatically mean you will not be hired, but misinformation on this item can be grounds for further consideration of termination if you are hired. What you were convicted of and how long ago are important. Give all the facts so a decision can be made.

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PART I RELEVANT JOB EXPERIENCE

In this part of the application we are interested in those life experiences which are related to the job for which you are applying. In the spaces below (use extra paper if necessary) list only those experiences which are related and/or show you can do the job for which you are applying. You may list part-time and unpaid experience, as well as, full-time and paid experience. The letter codes (A, B, C, etc.) will be used later in completing this application, therefore, if you list additional experiences be sure to put a letter code (F, G, H, etc.) above each additional experience.

May we contact your present employer? YES NO If you check yes, your present employer will not be called until you have completed an interview and are a finalist for the position.

Are you currently working for a State agency, such as a school, a hospital, or a city or county government office in a position that is covered by the Mississippi Public Employees’ Retirement System?

YES NO

Are you currently retired from OR are you drawing benefits from the Mississippi Public Employees’ Retirement System? YES NO

VERIFCATION OF ALL THIS INFORMATION MUST BE POSSIBLE

(A)

Job Title: Employer Name:

Address:

Phone: Dates of employment:

(From / To) Supervisor’s Name:

Salary when you left: Reason you left:

(B)


Address:



Salary when you left:

Reason you left:

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PART I (CONTINUED)

(C)


Address:




(D)


Address:




(E)


Address:




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PART II RELEVANT EDUCATION/TRAINING

In this part of the application we are interested in your education/training which is related to the job for which you are applying. In the spaces below (use extra paper if necessary) list only the education/training which is related to the job and show that you can do the job for which you are applying. You may list accredited formal education/training and/or informal, part-time, paid or unpaid training. Self-taught or other methods of informal learning, perhaps from someone else, may be listed since verification is possible. The number codes (1, 2, 3, etc.) will be used later in completing this application, therefore, if you list additional education/training be sure to put a number code (9, 10, 11, etc.) above each one.

VERIFICATION OF ALL OF THIS INFORMATION MUST BE POSSIBLE

(1)

Type of Program / Course:

Where Attended: Dates Attended:

Course Title:

(2)



Course Title:

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PART II (CONTINUED)

(3)



Course Title:

(4)



Course Title:

(5)



Course Title:

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PART III

MINIMUM REQUIREMENTS

Answer the questions below. Questions with “MQ” represent the minimum qualifications for this job. If you cannot answer “YES” to each of these questions you do for qualify for this position.

Insert a letter (from Part I) and/or a number (from Part II) in the space after CODES to specify where you obtained the knowledge, skill or ability.

Please note: If you fill out the application incorrectly or incompletely you will not be considered for the position.

1. Have you been employed in a position in which human resources was a major component of your job?

(MQ) _______ YES _______ NO CODES ____________________

2. Are you proficient in the use of Microsoft Office?

(MQ) _______ YES _______ NO CODES ____________________

3. Do you have excellent communication skills?

(MQ) _______ YES _______ NO CODES ____________________

4. Do you have experience or training in maintaining files/records in both hardcopy and digital formats?

(MQ) _______ YES _______ NO CODES ____________________

5. Do you have experience or training in conducting and overseeing A/P, Payroll and General Ledger functions in an automated accounting system?

(MQ) _______ YES _______ NO CODES ____________________

6. Can you provide two valid forms of identification at this time?

One of these must be a valid government issued picture ID – the other can be your Social Security card, etc.

(MQ) _______ YES _______ NO

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PART IV The questions in the following section are not minimum qualifications. These questions pertain to desirable qualifications. Unlike the section containing MQ questions, you do not have to answer YES to all of these questions to qualify for the job. It should be noted, though, that those applicants answering YES may be considered better qualified for the job.

Insert a letter (from Part I) or a number (from part II) in the space after CODES to specify where you obtained or used the knowledge, skill, or ability.

Note: If you fill out the application incorrectly or incompletely you will not be considered for the position.

Please describe your experience in the blanks that follow each question.

1. Do you have experience or training in developing and administering a sound and practical preventative maintenance program for physical plants and grounds?

YES NO CODES

(If you answer YES fill out the CODES section)

2. Do you have experience or training in arranging the maintenance and testing of major building systems?

YES NO CODES


3. Do you have experience or training in planning for and/or conducting a routine of building maintenance (janitorial, plumbing, etc)?

YES NO CODES


4. Do you have experience or training in employee onboarding?

YES NO CODES


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PART IV (con’t)

5. Do you have experience or training in managing and maintaining employee personnel records?

YES NO CODES


6. Do you have experience or training in handling personnel issues (FMLA, COBRA, ADA, FLSA, PERS, Employee Assistance Program, insurance, etc)?

YES NO CODES


7. Do you have experience or training in administering and running payroll?

YES NO CODES


8. Do you have experience or training in administering benefit programs?

YES NO CODES


9. Do you have experience or training in purchasing and maintaining proper stock levels?

YES NO CODES


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PART IV (con’t)

10. Do you have experience or training in conducting and recording bank functions for a business?

YES NO CODES


11. Do you have experience or training in budgeting?

YES NO CODES


12. Do you have experience or training in grant management?

YES NO CODES


13. Have you been found guilty of fraud or embezzlement?

YES NO CODES


By submitting this application, I certify that the information is accurate and complete to the best of my knowledge. I understand that any falsification may cancel any terms, conditions, or privileges of employment. I authorize the employer to contact references I have listed in order to verify information provided.

WORK SCHEDULEThe library’s current operating hours are Monday through Thursday 8:00 am through 7:00 pm and Friday and Saturday 8:30 am to 5:00 pm. While the bulk of the work schedule will fall into these hours, the Associate Director of Operations position requires the ability and willingness to work any hours designated by Library Administration.By submitting this application, I certify that I understand this condition of employment.

Documents

Associate Director of Operations