NCLA Operations Committee

Report to the Executive Board

January 25, 2002

Following the resignation of NCLA Administrative Assistant Maureen Costello on November 27, 2001, Diane Kester and Martha Davis have been working to put the NCLA office affairs in order. Diane has deposited checks, transmitted credit card charges, and sorted out other financial matters. Martha has updated the membership database.

The Operations Committee met on January 11, 2002 at the Asheboro Public Library to review the job description for the NCLA Administrative Assistant and discuss the process for filling the position.

The committee will recommend several changes to the Handbook and Personnel Manual related to the Administrative Assistant's duties. The major change would be to delete the following: "Receiving requests for expenditures, preparing checks for treasurer's signature and preparing financial reports in accordance with NCLA Financial Procedures." The committee recommends that the Financial Procedures state that check requests go to the Treasurer.

The committee discussed pros and cons of outsourcing the position to a company that handles office work for non-profit organizations. The advantages of outsourcing would be: less isolation, less lack of collegial support, better supervision, quality checks on completeness and accuracy, less problems with turnover, and only paying for hours worked. However, the disadvantages would be: reduced customer service; services further removed from the membership; lack of understanding of NCLA's goals and mission; another layer of supervision; not necessarily less work; less judgment; and loss of institutional memory. Of the four companies contacted, only one company could maintain files, do the bookkeeping, and attend board meetings and conferences. They would charge $25 per hour.

Therefore, the committee recommends that NCLA hire another administrative assistant, but be open to the possibility of allowing some flexibility in office hours and working off-site. We are convinced that we will get a better pool of applicants by offering more flexibility. Also, we recommend that the compensation be raised to $11.25 per hour plus 10% for benefits.

The committee plans to advertise the position on the NCLA list serve, the State Library jobline (paraprofessional section), with the library schools, and on the NCLA web page. We would like to allow candidates to propose work schedules and conditions that would meet the needs of the membership as well as the needs of the employee. We also request that the Executive Board delegate hiring authority to the Operations Committee in case the position can be filled before the April 2002 Board meeting.

Submitted by Irene Laube