Maine Library Association — RFP — Business Manager

Attention: Request for Proposals

Maine Library Association Business Manager

The Business Manager provides support for the work of the Maine Library Association (MLA) by performing administrative tasks needed to keep MLA functioning in an organized and efficient manner.

 General

Attends bi-monthly Executive Council Meetings (generally 2 hours or less), and works under the direction of President and Executive Council to carry out the policies and procedures adopted by the Executive Council.

 Administrative Support

Serves as the Association’s primary administrative contact, and provides a business location, mailing address, and phone number for tax and contact purposes for the Association.
Maintains a file of MLA Executive Council reports, minutes, and financial documents, and forwards copies to the MLA Archivist for permanent retention.
Provides general administrative support to the MLA President and Executive Council.
Maintains a management manual for the Organization.

 Membership Support Services

Administers the Association’s management system including the MLA database with member and non-member contacts within the membership management software Wild Apricot, and  maintains custody of and access to MLA membership lists in accordance with MLA policies.
Sends out new member packets and provides administrative support to committee members regarding new member contacts. Provides communications to members on an as needed basis.
Processes membership renewals.

 Accounting and Financial Services

Assists the Treasurer in the day-to-day financial management of the Association.
Collects, deposits, and accounts for all Association monies by reporting same to the Treasurer.
Receives invoices and prepares them for payment.
Assists Treasurer in preparing financial reports bi-monthly and annually.
Works with the Treasurer and the auditor to manage the Association’s accounts, checkbook, and legally required paperwork.  Ensures that all appropriate State and Federal paperwork is prepared and filed in a timely manner, including working with the Treasurer to file MLA’s 990 .
Maintains the legal corporation papers of the Association, insurance records, etc., as required.
Works with the Finance Committee to plan and prepare the annual budget as required.

 Website

Works with the Communications Committee to keep MLA site updated and viable in terms of MLA Communications policy, using the Wild Apricot platform.
Assigns and monitors web site administrator responsibilities as directed, and provides training and assistance to those assigned to be web editors.

Proposals will be reviewed beginning May 1 and will continue until a suitable candidate is found.  Please send proposals to:
Nissa Flanagan, Maine Library Association President
c/o Merrill Memorial Library :: 215 Main Street :: Yarmouth, ME 04096 :: 207-846-4763
nflanagan@yarmouthlibrary.org