The San Mateo Public Library Foundation – Business Coordinator

The San Mateo Public Library Foundation (SMPLF) seeks a candidate for bookkeeping and administrative support for the non-profit foundation located in San Mateo. SMPLF provides privately secured funding to support programs and projects at the San Mateo Public Library. The Business Coordinator works with the SMPLF Executive Director to execute strategic, managerial and administrative aspects of the Foundation’s fundraising efforts. The desired candidate will be detail-oriented with strong interpersonal and communication skills, be able to work independently, and manage a variety of responsibilities simultaneously. We are looking for an energetic team member who wants to help grow the Foundation. The position is part--time and reports to the Executive Director. Housed in the San Mateo Public Library, the Foundation offers a central location and flexible work hours. 

San Mateo Public Library Foundation.jpg

Duties and Responsibilities:

Bookkeeping and Administrative:

  • Provide primary support for the Foundation’s administrative, accounting, and database needs

  • Process all donations and event proceeds through the Foundation’s bookkeeping and donor database systems:

    • Prepare and make deposits as needed.

    • Enter multiple revenue stream transactions into accounting software (QuickBooks), perform monthly reconciliations in banking and investment accounts, and produce accurate monthly balance sheet and P&L financial reports for the board

    • Pay bills and account for other expenditures in Quickbooks

    • Enter donations into Raiser’s Edge and ensure all gifts and donors are properly and promptly acknowledged

    • Maintain up to date donor data in multiple donation/event/marketing software platforms to support fundraising efforts

  • Handle correspondence with individual donors, prospects and corporate and foundation funders, including large mail merges and the production of standardized letters requesting and acknowledging donations.

  • Generate reports for donor prospecting, targeted event invitation lists, and all key fundraising results using Raiser’s Edge software

  • Provide administrative support for Friends of the Library book sale operations including banking and sales reporting

  • Respond to daily email and voice mails

  • Prepare agendas, materials and reports for board meetings, institutional donors and prospect meetings

  • Manage operational aspects of the office including technology needs, supplies and stationery, payroll and insurance needs.

Events Management:

  • Serve as the project manager for the annual Author’s Gala, the premier fundraising event for the Foundation

  • Serve as the key point person for auction related activities for the George Archer Memorial Golf Tournament

  • Provide administrative and strategic support for the Foundation’s auxiliary, the Literary Society, charged with planning and executing the Author’s Gala

  • In cooperation with the Executive Director, plan and execute events that support the fundraising mission of the office including but not limited to the annual Leadership Circle Donor Appreciation event

  • Serve as the Foundation representative for all event related questions and concerns


  • Support communications and marketing efforts, including creation and production of collateral materials

  • Maintain social media presence; collaborate with the Library’s social media efforts to expand reach.

  • Coordinate regular website updates to reflect current Foundation activities and messaging


The desired candidate should possess the following skills and experience:

  • Minimum 1 year of bookkeeping or general business accounting experience required; knowledge of Quickbooks strongly preferred

  • Exhibit a high regard for accuracy and confidentiality

  • Demonstrated proficiency with GSuite Programs (Google Docs, Google Sheets), Microsoft Office Suite (Excel, Word (including mail merges) and PowerPoint).

  • Highly efficient, excellent communication skills (written and verbal) and strong interpersonal skills

  • Personable and able to relate to a wide variety of personalities

  • Superior organization and time management skills, proven ability to manage multiple priorities with competing deadlines

  • Project and event management planning and execution experience, outstanding attention to detail and follow through

  • Knowledge of Raiser’s Edge preferred; experience with donor management databases desirable

  • Knowledge of Canva, Constant Contact, One Cause, Eventbrite, Survey Monkey platforms desirable

  • Experience working with nonprofit organizations helpful

  • Availability for evening meetings (avg. 1-3 times a month) and attendance at weekend events (avg. 2-3 times a  year) required

How to apply:

To apply please submit resume, cover letter, salary requirements and acceptable range of part-time commitment to Lynne Esselstein, Executive Director, San Mateo Public Library Foundation, 55 West Third Avenue, San Mateo, CA  94402 or by email to