Payment and Receiving Associate

The University Libraries at the University of North Texas is seeking to hire a Payment and Receiving Associate (PRA) to support the effective stewardship of library collections. This position manages the receipt, payment, tracking, and documentation of library materials, including invoice processing, fund reconciliation, vendor coordination, and record maintenance in the Integrated Library System (ILS).

The Payment and Receiving Associate (PRA) performs detailed financial and receiving work and maintains accurate records in the Integrated Library System (ILS). The role requires consistent attention to detail, adherence to university policies, and collaboration across library units to ensure timely receipt and payment of purchased library resources.

 

Responsibilities of this position include but are not limited to:
• Receive, verify, and process purchased and gift library materials, ensuring accuracy of item condition, identity, and pricing.
• Pay invoices for library materials in the Integrated Library System (ILS) and submit vouchers in a timely manner to Accounts Payable for processing and resolve billing discrepancies or late invoices as needed.
• Work with the UNT Libraries Office of Finance and Administration to reconcile library funds, including purchasing card reconciliation, and prepare monthly expenditure reports.
• Coordinate with internal departments and external vendors to resolve issues related to receipt and payment of materials.
• Manage vendor interactions, including maintaining vendor records, coordinating new vendor setup, and working with the UNT Office of Finance.
• Evaluate and process gift materials for the Libraries’ general collection using established criteria.
• Order and track supplies for the Collection Management Division.
• Serve as the Records Management Representative for the division, ensuring compliance with UNT records retention policies and required training.
• Participate in required training, professional development activities, and special projects or committee work as assigned.

Minimum Qualifications

Bachelor’s degree and one year of progressively responsible library experience; or any equivalent combination of education, training, and experience.

Preferred Qualifications

The preferred candidate will possess experience with any of the following:
• Experience working in a library or information-based institution
• Experience with library principles, policies, and workflows
• Experience creating, editing, or maintaining written procedures or documentation
• Demonstrated proficiency in Excel (e.g., data tracking, reconciliation, or reporting)
• Experience monitoring, maintaining, or reconciling budgets or financial records
• Ability to establish and maintain effective working relationships with colleagues, vendors, and campus partners
• Demonstrated experience working in a library or information based institution, with knowledge of library principles, policies, and workflows
• Strong attention to detail, accuracy, and quality control
• Experience creating, editing, and maintaining written procedures, documentation, or guidelines
• Effective written and verbal communication skills, with the ability to collaborate with colleagues, vendors, and campus partners
• Ability to adapt and work effectively in a changing or fast paced environment
• Proficiency with Microsoft 365 applications
• Experience using Excel for data tracking, reconciliation, reporting, or analysis
• Experience monitoring, maintaining, or reconciling budgets or financial records

We want to emphasize that the preferred qualifications are not required and that we are committed to helping our future colleague develop these preferred skills.

 

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