Library Accounting & Technical Services Specialist

Type of Appointment: Full Time, Probationary

Job Classification: Library Services Specialist III

Anticipated Hiring Range: $4,916 - $5,115

Work Schedule: Monday - Friday, 8:00am - 5:00pm


THE DEPARTMENT:

Collections, Acquisitions, and Resource Discovery Services (CARDS) is the backstage hub of the University Library responsible for the acquisition, access, maintenance, preservation, and discoverability of all the Library's print and electronic collections in support of the campus community's information, teaching, and research needs. The CARDS Unit comprises of three distinguishable subunits: Electronic Resources Management (ERM); Acquisitions and Materials (A&M); and Metadata Management (MM). Collectively, the CARDS Unit engages in the following responsibilities: Catalog maintenance; bibliographic description; subject analysis; collection management and development; purchasing, receiving, processing, reviewing, troubleshooting, maintaining, repairing, and researching physical and electronic materials in all formats; donation processing; statistics gathering, reporting, analysis, and visualization. The CARDS unit also houses the Repair, Processing, and Items Restoration Lab (REPAIR Lab), the Library's Signature Polytechnic Experience (PolyX) program.

DUTIES AND RESPONSIBILITIES:

• Accounting Using thorough knowledge of and ability to interpret accounting and library policies and procedures, incumbent will:
  • Be responsible for a variety of bookkeeping tasks related to the collection budget, including receiving, approving, and posting invoices, credit memos, and refund checks in Ex Libris' Alma, the Library's integrated library management system
  • Review invoices, credit memos, and refund checks for accuracy and discrepancies, such as vendor address changes, incorrect pricing, and incorrect tax amounts, and make appropriate changes with library and campus partners
  • Review accounting and check feed information for accuracy and discrepancies before sending feed information to Accounting; problem solves issues related to checks with appropriate library and campus partners 
  • Review checks against check register from Accounting for accuracy and discrepancies, and complete payment information in Alma to ensure most up to date information is reflected in Alma 
  • Oversee student reimbursements process in collaboration with Access Services and appropriate campus partners 
  • Oversee fiscal year rollover within Alma and ensure accuracy between Alma and campus financial systems such as Tableau 
  • Create new vendors and update vendor information on behalf of the Library in collaboration with vendors, appropriate campus partners, and appropriate campus systems; create and update vendor accounts within Alma once approved by campus 
  • File and organize all documentation regarding invoices, payments, credit memos, and other accounting-related documents
  • Work collaboratively with the Library Budget Analyst to adhere to campus fiscal deadlines and ensure timely payment of invoices based on appropriate Chartfield Strings and funds; ensure accurate, updated data between Alma and campus financial systems; update fund amounts in Alma; perform transfers between funds within Alma and transfers of funds to vendor deposit accounts as appropriate
  • Work collaboratively with the CARDS Unit and the Library Budget Analyst on credit card reconciliation, endowment spending monitoring, GAAP copies, multi-year renewal contracts, and deposit agreements procedures 
  • Work collaboratively with the CARDS unit to provide accounting information related to the collections budget upon request; develop and maintain spreadsheets and run reports such as Alma Analytics reports as needed 
  • Oversee inventory management and purchase of unit supplies twice a year and as needed
  • Work collaboratively with the Library Budget Analyst to understand and interpret campus accounting and financial policies and campus accounting systems as related to the collections budget 
  • Maintain current knowledge of evolving trends and best practices as they relate to accounting by participating in paraprofessional organizations, meetings, reading e-mail list discussions, attending workshops, and activities 
  • Attend professional development activities as assigned or required to meet departmental goals and objectives
• Technical Services Using thorough knowledge of and ability to interpret technical services policies and procedures, incumbent will:
  • Assist in CARDS tasks according to changing workflows and departmental priorities with emphasis on Acquisitions and Materials subunit tasks including physical receiving, repair, and processing; physical inventory and mainten