Library - Financial Records and Acquisitions Assistant
- Employer
- Furman University
- Location
- Greenville
View more
- Administrative Jobs
- Academic Affairs, Librarians & Library Services, Institutional & Business Affairs, Business & Financial Management
- Employment Type
- Full Time
- Institution Type
- Four-Year Institution
Job Details
Library - Financial Records and Acquisitions Assistant
Job Description:
Job Summary
The Content Management Financial Records and Acquisitions Assistant's primary functions are to produce budget reports for University departments regarding their library expenditures, preparing invoices for payment and maintaining invoice and budget files. In addition, the Assistant works in tandem with the other Content Management Acquisitions Assistant to locate and order one-time purchase library materials, verify receipt of materials and distribute items to appropriate library sections. The Financial Records and Acquisitions Assistant also manages the Library's gift program.
Reports to
Coordinator of Content Management
Responsibilities
- Assists the Library's Assistant Director for Collection with yearly University Departmental and Library fund appropriation calculations and communicates results to University faculty and library Departmental Liaisons; updates appropriations as needed in the Acquisitions Module of the library's integrated computer system.
- Produces budget statements and sends to University departmental representatives and Librarian departmental liaisons.
- Processes orders by:
- Receiving order requests from departments, librarians, faculty, staff and students.
- Searching for correct bibliographic information, contacting selectors and vendors as needed.
- Identifying the most appropriate vendor.
- Utilizing appropriate interfaces to search, retrieve requests and create orders.
- Producing and sending orders.
- Downloading vendor order records.
- Uploading order records into the library's integrated computer system.
- Editing and updating order information as necessary.
- Reordering cancelled items when appropriate.
- Verifying each item against invoice.
- Checking for shipping damage, missing pages, incorrect bindings, etc. and returning items if necessary, producing the credit memos and/or appropriate correspondence.
- Entering invoices in the library's integrated computer system.
- Collecting invoices for processing by the Content Management Acquisitions Financial Assistant.
- Carrying out special instructions such as rush, check editions, holds, bookplates, etc.
- Monitoring available funds with regular budget reports.
- Supervising student worker who assists with the receiving process.
- Posts all invoices in the acquisitions module of the library's integrated computer system.
- Submits vendor and payment requests using the University's financial management system:
- Gathers appropriate documentation and submits requests for new vendors
- Completes payment forms for each invoice paid by check
- Submits purchase requests with appropriate documentation for purchases over $3,000
- Monitors the regular budget accounts to ensure funds are encumbered and spent within library guidelines.
- Receives status reports from vendors, responding as needed, and keeping information on the order accurately updated in the library's integrated computer system.
- Reorders cancelled orders when appropriate.
- Claims outstanding orders.
- Delivers received items to proper location within the Cataloging area.
- Manages the library's gift program; consults with donors prior to gift donations; makes all preliminary decisions regarding whether to keep an item; consults with Special Collections when their input is needed; contacts Librarian Liaisons if needed; prepares unwanted items for Better World Books or Greenville Literacy.
- Cooperates and consults with the Assistant Director for Collection Services, Coordinator of Content Management and other Content Management assistants to set priorities for the unit, assess work assignments and evaluate work procedures and processes.
- Cooperates and consults with the Assistant Director for Collection Services, Coordinator of Content Management, other Library Assistants, vendor representatives and other salespersons to learn of new services and to discuss billing, shipping and reporting problems.
- Analyzes vendor performance through established routines.
- Assists patrons and other library staff who are searching for a book “in process.”
- Attends library faculty/staff meetings.
- Completes performance review process with supervisor to understand job performance, expectations and how both fit into department and University goals.
- Communicates with others openly and recognizes contributions of co-workers and supervisor.
- Pursues professional development to keep pace with demands for services and information including maintain up to date information about the department and University
- Follows safety procedures.
- Performs other duties as assigned.
Relationships
This position involves continuous contact with members of the Library's faculty and staff, students, student workers and faculty to assist, support, and communicate policies, procedures, and explanation of rules. Frequent contact with other University departments and outside vendors that provide library materials or services to communicate policies, procedures, requests and information is required.
Responsibility for Final Decisions
- This position will include multiple procedures with interrelated processes or steps.
- Work involves choosing the appropriate option or procedure to follow and applying established rules and procedures.
- This position requires a high level of accuracy, attention to details and follow-through and is largely self-directed.
Minimum Qualifications
- Bachelor's Degree required
- One to two years of library experience
- Ability to work cooperatively and tactfully with co-workers, faculty, staff, patrons and students
- Attention to detail
- Proficiency in office software (MS Word, MS Access, MS Excel, PowerPoint, Adobe Acrobat) and electronic mail
- Ability to manage work budgets, accounts payable and receivable
- Excellent written and oral communication skills. Ability to effectively communicate policies, procedures, requests and information to colleagues, patrons, students, faculty, etc. in an effective and professional manner
- Ability to work independently with minimal supervision or daily directives, and to effectively follow written and oral instructions
- Ability to set priorities, multi-task, make complex decisions, and effectively meet deadlines
Preferred Qualifications
- Experience in an education setting
- Supervisory experience (student workers)
- Experience with library purchasing systems
- Ability to transfer, translate and interpret data from one format to another accurately
Work Conditions
- Work is performed in an office environment
- Work requires some lifting and movement of books and other library materials up to 50 or 70 pounds with assistance
- Work involves occasional exposure to dust and mold
Education Requirements:
Certification Requirements:
Job Posting End Date (if date is blank, posting is open ended):
To apply, visit https://furman.wd5.myworkdayjobs.com/en-US/Furman_Careers/job/Main-Campus/Library---Financial-Records-and-Acquisitions-Assistant_R000511
Furman is an Equal Opportunity Employer committed to increasing the diversity of its faculty and staff. The University aspires to create a community of people representing a multiplicity of identities including gender, race, religion, spiritual belief, sexual orientation, geographic origin, socioeconomic background, ideology, world view, and varied abilities. Domestic partners of employees are eligible for comprehensive benefits.
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Organization
Furman University is committed to educating the whole student, encouraging academic and emotional growth while also providing the practical skills necessary to succeed in an ever-changing world. At the core of the University is a dynamic engaged learning philosophy that’s grounded in the liberal arts and sciences. Students are taught by top-notch professors whose chief priorities are teaching and guiding undergraduate students—all within a close-knit campus community where ideas and perspectives are valued and encouraged.
The Furman Advantage promises all students an education that delivers value by preparing them for successful, meaningful lives. Guided by a community of mentors and supported by institutes and centers, students chart personalized four-year pathways that are made meaningful through guaranteed engaged learning experiences.
Our institutes and centers ensure there is a connection between the resources of Furman and the communities that we serve and strengthen. The Richard Riley Institute is a nonpartisan public policy think tank that promotes discussion and analysis of issues critical to South Carolina's future. The David E. Shi Center for Sustainability acts as a research hub and action center where students, educators and community leaders work together to explore sustainability challenges and generate scalable solutions. The Institute for the Advancement of Community Health serves as a convener of programs, educational initiatives, ideas and resources working collectively to bridge the population health gap of the Greenville community and beyond.
The student experience at Furman includes NCAA Division I Athletics, a vibrant student life culture encouraged by a 100 percent residential community, and a campus that is internationally recognized for its beauty.
Founded in 1826, the private university is located in the award-winning city of Greenville, South Carolina. Modern, sophisticated academic buildings are complemented by comprehensive athletics, recreational, and social facilities. Student housing ranges from traditional residence halls to apartments. The 750-acre campus features an Asian garden, a replica of Henry David Thoreau's cabin, a Florentine bell tower, a spring-fed lake, 13 miles of paved trails through the woodlands for hiking and biking, and an 18-hole golf course.
More information about Furman University
http://www.furman.edu/About/About/Pages/default.aspx
More information about Greenville, SC
https://www.youtube.com/watch?v=zOhkYvKk0XA
- Website
- http://www.furman.edu/Pages/default.aspx
- Telephone
- 864-294-2000
- Location
-
3300 Poinsett Highway
Greenville
SC
29613
US
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