Library Accounting & Technical Services Specialist

CSU Careers•Pomona, CA

10d

About The Position

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.

Requirements

High School Diploma/GED - or equivalent certification OR 4-5 Years of relevant experience of related library and/or clerical experience or an equivalent combination of experience and education.
General understanding of a library’s organization structure and key functional operations.
Basic knowledge of library terminology and bibliographic forms and structures.
General understanding of library automated systems and the ability to quickly learn and use campus library systems, as well as related on-line catalogs and systems.
Ability to quickly learn and apply policies and procedures related to assigned functional work area.
Ability to use standard features of office support technology and standard software packages.
Demonstrated proficiency in English grammar, punctuation and spelling, including the ability to clearly communicate verbally and in writing.
Ability to perform standard arithmetic operations.
Ability to work under minimal supervision to perform assigned work.
Ability to work within a diverse environment and be service-oriented in working with patrons and other library staff, including the ability to establish and maintain effective working relationships within and outside the library.

Nice To Haves

Education equivalent to a bachelor's degree
2-3 years of accounting, budget, and allocation processes in a professional setting; library experience; AND/OR an equivalent combination of experience and education
Working knowledge of processing and/or repair of physical materials for libraries
Working knowledge of copy cataloging
Familiarity with Alma and/or other integrated library systems
Familiarity with Alma Analytics and/or analytical tools and software
Proficiency with Microsoft Office Suite and/or equivalent
Strong interpersonal, written, and verbal communication skills
Ability to set priorities for self and others, to meet deadlines, and complete tasks and projects on time and within budget, and work with minimal supervision and/or in collaboration with colleagues

Responsibilities

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
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 maintenance; acquisitions; and other Acquisitions and Materials projects; may also assist with copy cataloging, electronic resources management projects, and statistics gathering
May be responsible for coordinating work of student assistants assigned to area and may participate in hiring, training, and evaluating student workers
Participate in unit, department, and library-wide activities as needed, such as workshops, meetings, committees and/or cross training
Maintain current knowledge of evolving trends and best practices as they relate to technical services 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
Perform copy cataloging. Consult with unit coordinator for problems or conflicts when needed
Attend team, department, and library staff meetings. Keep abreast of new information and/or developments in cataloging, book processing, ordering and receiving, and policies concerning student assistants through meetings and workshops
Serve on various committees such as Book Display Committee
Instruct, direct and perform Book Processing tasks such as book and multimedia package repair, assorted label creation or modification and printing, preparing and securing all new materials for the various specialized collections contained within as well as the library's general collection for protection, ease of housing and retrieval by library users.
Assist in revision and implementation of policy and procedures.
Perform and assist with hiring and training student assistants which includes writing position descriptions, advertising, interviewing and attending periodic on campus job fairs all in accordance with Library Administrative and Human Resources policies.
Assess, collect, and formulate supply requests from all units in department for submittal to appropriate staff for inclusion in library wide supply ordering.