MLA from the mountains to the prairies

Executive Director - Job Description

The Executive Director is an Independent Contractor for the Montana Library Association, with the following responsibilities:

  1. Maintain membership records for the Association. This will include database maintenance, periodic website updates, handling dues collection, renewal notices, mailing labels, membership, statistics, etc.
  2. Act as fiscal agent for the Association, maintaining bank accounts, accounts payable and receivable, handling cash when appropriate, bookkeeping and maintaining financial records.
  3. The Executive Director will report to the Board of Directors — specifically to the Executive Committee. The Executive Director will provide financial reports to the Board on a regular basis or as requested. These will include an annual end-of-year financial report. The Executive Director will work with the Board (and specifically with the Secretary-Treasurer and the Budget Committee) to compile from Budget Request Forms an annual budget for the Association.
  4. Provide administrative support to Association and Board activities. This may include print and distribution of membership materials, such as ballots, publications, division and interest group materials.
  5. Provide support for annual conferences of the Association by working with the Conference Planning Committee to ensure continuity and efficiency for each conference, including maintenance of a conference planning manual.
  6. Provide administrative support for all retreats (Offline, Fall Retreat, SLD Retreat and the legislative reception. These added duties would include negotiating better rates for accomodations, meeting rooms, and meals. Executive Director will not determine content (programs).
  7. In addition to the above, specific tasks which are part of the Executive Director’s duties are:
    1. accounting for Association funds;
    2. having accounts prepared for annual and provided audit reports to the Board;
    3. have accounts audited when appropriate
    4. producing mailing labels;
    5. handling member expense reimbursements;
    6. maintaining and filing records for tax and other business purposes;
    7. maintaining the Association’s membership in ALA, MPLA, and PNLA;
    8. attending MLA Board meetings;
    9. updating and maintaining the Manual of Procedures, Bylaws, etc. and distributing them to all incoming officers of the Association.
  8. Other administrative duties as assigned by the Board of Directors.


  • Knowledge of and/or experience with professional associations and/or other nonprofit organizations
  • Organizational skills, including demonstrated attention to detail
  • Ability to understand and analyze financial data
  • Ability to take initiative and be a self-starter
  • Ability to efficiently schedule time and activities
  • Ability to maintain effectiveness in varying environments and with varying tasks, responsibilities, or people
  • Excellent oral and written communication skills
  • Demonstrated computer skills
  • Flexibility to travel to meetings as required by Board of Directors
  • Bondable


  • Bookkeeping experience
  • Knowledge of libraries


The Board of Directors (or its Executive Committee) shall annually evaluate the Executive Director’s
performance of his/her duties.
Updated January 2018

Montana Library Association is a 501(c)3 non-profit organization. PO Box 823, Arlee, MT 59821

2024 Montana Library Association

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