Library Foundation Administrative Officer

Library Foundation Administrative Officer

Salary

$25.00 - $35.00 Hourly

Location

Library, ND

Job Type

Library Positions

Job Number

202600061

Department

Bismarck Veterans Memorial Public Library

Opening Date

06/25/2026

Closing Date

7/19/2026 11:59 PM Central

FLSA

Non-Exempt

• Description
• Benefits
• Questions

Job Description

This is a part-time on-site position for approximately 20 hours a week responsible for

office duties, including maintaining the Bismarck Library Foundation, Inc.'s (BLF) donor

database, preparing correspondence, bookkeeping duties, preparing for meetings,

taking minutes, and working with the Executive Director for event planning. Knowledge

of donor database software, QuickBooks, and Microsoft Office is preferred.

Supervision Received: Works as a team with the Executive Director under the

supervision of the Library Director with oversight from the BLF Board of Directors.

Supervision Exercised: None.

Examples of Duties

• Maintains donor records in database software.
• Prepares pledge payment notices once a month for the coming month.
• Prepares renewal notices once a month for the BLF's annual giving clubs, which

provide funds for the operation of the BLF and enhancement of library services.

• Processes all donations by making photocopies of checks and posting to donor

database software and QuickBooks.

• Prepares thank-you letters for all donations received.
• Prepares a deposit slip at least once a week for the deposit of funds received.
• Writes checks for any bills, obtains necessary signatures for approval, and posts

any debit card expenses in QuickBooks.

• Maintains comprehensive financial records in QuickBooks, prepares financial

reports for meetings, and as additionally needed.

• Pulls all necessary records for the annual audit and works with auditors during

the audit.

• Prepares a draft of the new years budget for the Finance Committee to review

and edit at their annual budget/grant meeting in the fall.

• Maintains and prepares a mailing list for the BLF newsletter, events, and other

mailings in collaboration with the Executive Director.

• Prepares a donor list for inclusion in the BLF newsletter.
• Updates the main floor donor wall each year before the spring event.
• Works with the Events Committee and Executive Director to plan and execute

events.

• Prepares any donor/donation reports when requested by the Executive Director

and BLF Board of Directors.

• Takes meeting minutes for BLF board and committee meetings.
• Prepares for meetings: orders lunches, prepares reports, and makes

photocopies.

• Performs mail merges from the donor database for mass mailings.
• Organizes an annual library Employee Appreciation Day.
• Communicates frequently with the BLF Executive Director, BLF Board of

Directors, Library Administration, and Leadership Team members to ensure

smooth overall BLF and library operations.

• Performs other duties of a comparable level/type as required.

Minimum Qualifications

• An associate's degree is required, with preference in business, administration, or

accounting.

• A minimum of three years of progressive experience in office management or a

similar setting is required.

• Working knowledge of donor database software is preferred.
• Five or more years of experience working for a non-profit organization is

preferred.

• Must possess a general understanding of the principles and practices of non-profit work.
• Must have demonstrated proficiency utilizing computer hardware and software,

including QuickBooks and fundraising database software.

• Must possess office management skills, including the ability to develop and

maintain accurate ongoing records of existing and potential donors, maintain

financial records using QuickBooks, provide monthly reports, take precise

meeting minutes and provide printed copies, run photocopies, and work with

mass mailings and mail merges.

• Must have demonstrated proficiency in verbal and written communication.
• Must be able to understand and communicate library policy to the public.
• Must understand and regularly review the City of Bismarck's employee policies

and the library's operational policies and procedures.

• Must be familiar with, affirm, and uphold the library's guiding principles: mission,

vision and value statements.

• Must carry oneself with professionalism and integrity with all internal and external

library stakeholders, assuming positive intent in others' actions, words, and

behaviors.

• Must have demonstrated ability to work effectively under busy and stressful

conditions.

• Must be flexible with the ability to adapt to changing priorities, processes, and

work environments.

• Must adhere to the library's Dress Code Policy.

Supplemental Information

• The work is typically performed in the library while sitting at a desk or table, or

while intermittently sitting, standing, walking, bending, crouching, or stooping.

The employee occasionally lifts light and heavy objects.

• 100% on-site requirement: Must be present at designated work locations to

perform daily tasks.

• The employee is subject to inside environmental conditions: protection from

weather conditions, but not necessarily from temperature changes, and

occasionally outdoors for special events, occasionally in cold or inclement

weather.

This position is not eligible for benefits.

01

Do you have an associates degree?

• Yes
• No

02

Do you have a minimum of three years of experience in an office setting?

• Yes
• No

03

Do you have an associates degree in business, administration, or accounting?

• Yes
• No

04

Do you have experience working with a board, preparing meetings, and recording minutes?

• Yes
• No

05

How many years of experience do you have working in an office setting?

• 0 years
• 1 year
• 2 years
• 3 years
• 4 years
• 5 years or more

06

How many years of experience do you have working with donor database software?

• 0 years
• 1 year
• 2 years
• 3 years
• 4 years
• 5 or more years

07

How many years of experience do you have working for a non-profit organization?

• 0 years
• 1 year
• 2 years
• 3 years
• 4 years
• 5 or more years

08

How many years of financial management experience do you have?

• 0 years
• 1 year
• 2 years
• 3 years
• 4 years
• 5 or more years

09

How many years of experience do you have with event planning?

• 0 years
• 1 year
• 2 years
• 3 years
• 4 years
• 5 or more years

10

How many years of experience do you have with donor management (contact lists, mass mailings, acknowledgement letters)?

• 0 years
• 1 year
• 2 years
• 3 years
• 4 years
• 5 or more years

Required Question

Employer Bismarck, City of (ND)

Address 221 North 5th Street

PO Box 5503

Bismarck, North Dakota, 58506

Phone 701-355-1333

Website https://www.bismarcknd.gov/