Office Manager - IT Department

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Position Summary

The Office Manager provides administrative, financial, procurement, and operational support for the Information Technology Department. This role is responsible for managing departmental budgets, coordinating purchasing and accounts payable activities, administering E-Rate and other funding-related processes, maintaining vendor relationships, and ensuring the efficient operation of the department's business functions.

The Office Manager serves as a critical liaison among Information Technology, Finance, Human Resources, Facilities, vendors, and other Library departments, helping to ensure the timely acquisition of technology resources and the accurate financial management of departmental funds and all technology procurement for the organization.

This is a hybrid position with at least 3 days working on site. The salary range is $70,000 - $80,000, annually.

Essential Responsibilities

Financial Management & Budget Administration

• Monitor and maintain IT operating and project budgets.
• Track expenditures, encumbrances, invoices, and payments.
• Maintain accurate financial records and budget documentation.
• Prepare budget reports and provide financial information to IT leadership.
• Reconcile purchasing records and assist with fiscal year-end closeout activities.

Procurement & Purchasing

• Coordinate purchase requests and procurement activities for all organizational technology goods and services.
• Create and process requisitions, purchase orders, and supplier invoice requests.
• Track orders from initiation through receipt and payment.
• Maintain purchasing documentation and records.
• Coordinate with vendors regarding quotes, shipments, invoicing, and payment issues.

E-Rate & Funding Administration

• Support administration of the federal E-Rate program.
• Gather and organize required supporting documentation.
• Maintain reimbursement tracking spreadsheets and financial records.
• Coordinate submissions and funding documentation with internal and external stakeholders.
• Monitor compliance requirements and funding timelines.

Administrative Operations

• Maintain departmental records, files, and reporting documentation.
• Support departmental projects and special initiatives.
• Assist leadership with budget planning and operational analysis.

Vendor & Staff Coordination

• Serve as the primary contact for many technology vendors and service providers.
• Coordinate with Finance, Human Resources, and other departments regarding purchasing and administrative matters.
• Facilitate communication between internal stakeholders and external partners.
• Support resolution of billing, procurement, and vendor-related issues.

Qualifications

• Bachelor's Degree preferred, or equivalent combination of education and experience.
• Demonstrated experience in office administration, purchasing, budgeting, or financial operations.
• Strong knowledge of accounts payable and procurement processes.
• Experience working with financial management or ERP systems (Workday, Lawson, or similar).
• Excellent organizational and recordkeeping skills.
• Ability to manage multiple priorities and deadlines simultaneously.
• Strong customer service and interpersonal skills.
• High level of accuracy, discretion, and attention to detail.
• Proficiency with Microsoft Office, spreadsheets, and business applications.

Key Competencies

• Budget Management
• Procurement Administration
• Financial Recordkeeping
• Vendor Management
• Project Coordination
• Customer Service
• Communication and Collaboration
• Problem Solving
• Attention to Detail

Typical Measures of Success

• Accurate budget tracking and reporting.
• Timely processing of purchase requests and invoices.
• Successful E-Rate funding submissions and reimbursements.
• Compliance with Library procurement and financial procedures.
• Effective vendor and stakeholder relationships.
• Well-maintained departmental records and documentation.

We seek professionals dedicated to providing excellent customer service, developing fruitful partnerships in the community, and implementing programs aligned with our mission and vision. You will be immersed in a motivating and challenging environment where innovation is key to the organization. If you are looking to be a part of a stimulating workplace that is highly regarded by its culturally diverse community, BPL is the place to be.

Brooklyn Public Library is an equal opportunity employer.