BUSINESS COORDINATOR

Job Title

Clerical/Bookkeeping Position

Job Description

Highly skilled, administrative, bookkeeping, and clerical work to support the activities of the Department. All other related work as required. Works to anticipate, meet and exceed customer service expectations in a positive and professional manner. Works under the general supervision of the department head or designee. Generally establishes own work plan and priorities to complete routine work assignments. New or unusual assignments may require additional instruction and supervisory review. Performs varied, responsible clerical and administrative duties, which require the frequent exercise of independent judgment and initiative. Must have a working knowledge of bookkeeping principles, purchasing methods, data processing techniques, and departmental operations with some guidance from supervisor. Most work is performed under typical office conditions. May be required to attend board and committee meetings to take minutes and officially record actions taken. Operates a computer and general office equipment. Makes frequent contact with the general public, lawyers, city employees, local officials, municipal building tenants, as well as officials of outside agencies. Contact is by telephone, in person, and correspondence and personal meetings. Has access to department confidential information, such as bid proposals, reports and personal information regarding citizens and clients receiving service. Has access to litigation documents, and to confidential communication between the department, citizens, clients, employees, and other outside agencies. Errors in the application of established departmental clerical procedures could result in monetary loss, reduced levels of service, confusion, and delay in the provision of services and could have legal and/or financial repercussions for the city.

Essential Functions

Answers and screens calls, visitors, and mail; respond to complex request for information.

Responsible for scheduling all department facilities, coordinating related rental process and managing key/access distribution with internal and external users.

Coordinates department facility contracts, leases, use group agreements, vendor contracts and related memos.

Prepares correspondence, reports, minutes of committee meetings, grant applications as well as official correspondence from the Department Head and other professional staff.

Various Boards and Committee functions: Organizes and schedules meetings, prepares agendas, attends meetings to take minutes.

Prepares monthly and annual reports and provides routine analytical support of department finances and facility usage to department head and supervisors.

Interprets and explains City department policies, rules and regulations in response to inquiries; refers inquiries as appropriate.

Performs daily reconciliations of online and in-house transactions and processes all revenues through department software and city finance system.

Responsible for monthly overdue account process which includes: sending out notices, working with customers to set up payment plans; communicating status of accounts to supervisors for further action.

Coordinates integration of department software into City policies and procedures.

Maintains customer department accounts, collects, and files confidential paperwork for supervisors regarding special customer needs, including requests for financial aid.

Monitors utility service account balances: trouble shoots and takes corrective actions as required to resolve problems.

Manages the procurement of materials, supplies and department inventory in accordance with City procedures; performs other similar or related work as required or as the situation dictates.

Coordinates staff onboarding and offboarding of department related accounts and facility access.

Serves as department liaison with Human Resource Department for coordination of staff and volunteer onboarding process and paperwork, including training records, certifications/licenses/memberships.

Maintains department's physical and digital filing system including project and plan files; maintains reference file of correspondence, memoranda, personnel orders, and a variety of other materials.

Assists with management of department website.

Coordinates facility access control components with regular user groups and staff.

Other duties as assigned.

Recommended Minimum Qualifications

Education and Experience •High school diploma or equivalent •3 to 5 years of responsible clerical/bookkeeping experience required or an equivalent combination of education and experience which provides the required knowledge, skills or ability required

Special Requirements

A candidate for this position should have working knowledge of:

• Municipal bookkeeping and budgetary functions
• Office practice and procedures
• Office terminology, procedures, and equipment
• Applicable office and financial software applications
• City government

or be able to:

• Communicate effectively with others, orally and in writing
• Manage multiple tasks in an organized manner
• Interact in a positive and effective manner with employees and the general public
• Use a personal computer and related office software
• Maintain detailed and accurate records
• Execute oral and written instructions in a precise manner

Physical Requirements:

• Position requires the ability to operate computer keyboard and standard office equipment.
• Prolonged periods in a stationary position.
• Occasionally move about inside the office to access equipment.
• Consistently position self to maintain office equipment and documents.
• Physical strength to move and push object up to 25lbs.
• Ability to communicate information and ideas so others will understand.
• Ability to observe items at a close range.

Benefits

We offer a complete benefits package to full-time employees including paid holidays, time off, medical, dental, retirement, flexible spending accounts, life insurance, short-term and long-term disability insurance, optional supplemental life and dependent life insurance, and tuition reimbursement. Holidays and time off are paid to part-time employees on a pro-rated basis. Additionally part-time employees who work 30-34 hours per week are eligible to enroll in the same medical/dental plans that are offered to full-time employees at their own expense.

Employer

Rochester, City of (NH)

Location

Rochester Public Library, NH

Salary

$57,491.20 - $77,480.00 Annually

Job Number

202600053

Department

LIBRARY

Opening Date

09/04/2026

Closing Date

9/8/2026 at 12:00 AM Eastern Time (US & Canada)

Position Control # 501106