Library - Financial Records and Acquisitions Assistant

Job description

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


  • 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.

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

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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Job No:
Posted: 3/14/2019
Application Due: 5/13/2019
Work Type: