SWAN Office Manager Reaching Across Illinois Library System (RAILS) -
Burr Ridge, IL
Part-time
Overview of SWAN-Eighty libraries in Reaching Across Illinois Library System (RAILS) share ownership on an integrated library automation system known as SWAN (System Wide Automated Network). By sharing the cost of central site equipment, computer and database maintenance staff, telecommunications, libraries of all sizes including, public, academic, school and special, have found it possible to join the consortium and to realize the advantages of automated resource sharing. SWAN employees are a tight knit team dedicated to serving its member libraries. SWAN's service runs 24-7 for 1.1 million Illinois citizens. SWAN values creative problem solvers who also enjoy fun in a busy and successful work place.
SWAN Office Manager-SWAN is seeking a candidate for a new position created for Office Manager. SWAN is looking for an individual with demonstrated experience in coordinating Human Resources and employee benefits. This position will provide administrative support to the SWAN Executive Director specifically in the area of SWAN Board support. The SWAN Office Manager will work closing with the SWAN board by attending the board meetings, compiling the board packets and taking the minutes to the meeting. The SWAN Office Manager will coordinate with the financial staff to fulfill request for payroll reports and any expense associated with employee benefits. SWAN is seeking an individual that is highly organized, able to work independently and support the SWAN organization in implementing a new 3-year strategic plan.
Mandatory Job Qualifications
CORE JOB FUNCTIONS:
Compose, edit, and proof letters, memos, and other documents using word processing, spreadsheet, database and/or other presentation software such as Microsoft Office and other programs
Answers questions and requests by library members and staff on behalf of SWAN LLSAP Manager as needed as assigned project based work; provide calendar management support to immediate supervisor
Create, organize and maintain manual and computerized file systems
Take charge to perform administrative duties effectively and efficiently: filing, photocopying, emailing, scanning, faxing and mailing
Set up and coordinate meetings and conferences
Compile, transcribe, reproduce, and distribute agenda packets, meeting minutes, and handouts accordingly
Manage and maintain contract documents and agreements
Post communications electronically using mailing list, websites, blogs, etc.
Work independently on special projects
Other duties as assigned
Payroll Processing-
Act as liaison to payroll services company
Create, update and maintain master payroll files for all employees in designated system
Calculate and track all deductions for taxes, benefits, and child support or wage garnishments as applicable
Respond to any requested and authorized verifications of employment from outside entities
Benefits Administration-
Conduct new hire and annual open enrollment of group benefit plans; process changes of status in coverage election
Review claims reports and work as a liaison to insurance and workers compensation claims
Assist employees with benefit questions or provide an explanation of benefits
Develop, maintain and update various payroll related reports such as 401(a)(K) payouts, government labor reports, worker's compensation quarterly report or insurance premium reports
Maintain personnel files
Oversee process for orientation for new employees
Oversee process for resignation/termination of employees
Staff liaison for ADA, FMLA, VESA, and other types of unpaid leave
Maintain the employee handbook
Desired Qualifications
Knowledge, Skills, and Abilities:
Education-
Minimum 2 years college or associates degree with a focus on Human Resources, or related field strongly preferred; equivalent experience in lieu of degree will be considered
Knowledge/Experience-
Minimum 2 years related experience
Must be very detailed oriented
Excellent interpersonal and verbal/written communications skills
Advanced knowledge of Microsoft Office Suite including Word, Excel, and PowerPoint
Technical/Physical Requirements-
Ability to maintain confidentiality
Ability to remain calm under pressure
Ability to multi-task while ensuring meticulous accuracy
Ability to handle sensitive and confidential situations, as well as exercise judgment and discretion
High level of resourcefulness to respond promptly and accurately to inquiries
Ability to work and interact with all levels and different styles of personalities while maintaining outstanding customer service orientation
Ability to handle multiple tasks while dealing with constant interruptions
Must have the ability to input data, read computer screens and printed material, type, file, and operate office equipment
