Library Specialist
Library Specialist
Posted on :
21-08-2025
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1 Vacancy
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Job Description
50% Processes Payments and Invoices For Acquisitions & Resource Sharing:
Disclaimer
The University of Kansas prohibits discrimination on the basis of race color ethnicity religion sex national origin age ancestry disability status as a veteran sexual orientation marital status parental status gender identity gender expression and genetic information in the universitys programs and activities. Retaliation is also prohibited by university policy. The following person has been designated to handle inquiries regarding the nondiscrimination policies and is the Title IX coordinator for all KU and KUMC campuses: Associate Vice Chancellor for Civil Rights and Title IX Room 1082 Dole Human Development Center 1000 Sunnyside Avenue Lawrence KSTTY.
Work Schedule
M-F 8-5
Contact Information to Applicants
Tonia Morgan
Position Overview
This position is responsible for duties in the Payments Renewals and Licensing unit within the KU Libraries Acquisitions and Resource Sharing (AcqRS) department. Staff in this unit are responsible for the payment accounting renewal and licensing of materials and services associated with the KU Libraries content budget in accordance with State University and library policies and procedures. This position is responsible for support processing and management of day-to-day expenditures for library materials in all formats which includes management of databases that track and report data related to Library Library Vendor and University systems responsible for accounting and collections fund management. This position reports jointly to the Executive Director of Fiscal Services with a dotted line to the head of AcqRS and works closely with the Accountant(s) who together are responsible for leadership and day-to-day coordination of effective fiscal management of the libraries overall content budget including expenditure projections and cash flow.
A new library management system to be implemented by Summer 2026 is expected to lead to significant changes that cannot be fully anticipated. The libraries current strategic plan prioritizes a thorough analysis of workflows across the library which may result in redefined assignments and reporting lines related to this system implementation.
Additional Candidate Instruction
A complete application consists of:
Application review begins Friday August 29 2025. In order to ensure consideration please apply before that date.
- Creates and approves invoice records for all order types (serials monographs interlibrary loan) in both library and campus financial systems. Verifies vendor price & product against original order to ensure accurate payment.
- Selects appropriate payment method based on urgency vendor requirements and/or funding source.
- Responsible for secure business procurement card transactions placing orders monitoring and reconciling account statements and serving as a cost approver for other card holders.
- Receives and loads EDI (electronic data interchange) invoices directly transferred from vendor sites relinking any records that drop out due to data discrepancies. Reviews EDI invoice line items for accuracy.
- Confirms availability of suppliers remittance address and Federal Tax ID information in our records. If not available contacts the vendor to supply.
- Creates ledger entries in Excel for all invoices received and applied to special prepaid accounts balances to support reconciliation by Accountant(s).
- Deposits and handles the accounting for income from ILL payments and book sale proceeds verifies for accuracy and reports income totals to appropriate library staff and in appropriate systems and ledgers.
- Processes account statements received from providers for items not yet paid. Reviews account statements to identify invoices that the vendor believes are past due. Searches campus financial systems for check redemption information and notifies the Shared Service Center if payment needs to be reissued.
- Reviews prepayment account statements monthly to ensure accuracy of subject level accounts reported to library faculty.
- Takes action on problems arising in any aspect of the payment process consulting on the most difficult with the appropriate staff.
- Identifies billing errors questionable charges and excessive price increases and un-received invoices and resolves them in communication with publishers and vendors.
- Regularly follows up with publishers and vendors on unanswered inquiries.
- Performs regularly scheduled budget activities necessary to balance reconciliation with University accounts.
- Performs budget activities before or after the fiscal close and system rollover such as: troubleshooting encumbrances updating leger/fund structures inputting identified new fiscal allocations creating and transferring fund allocations as needed.
- Supports the Renewals Coordinator in monitoring investigating and confirming renewal decisions including:
- investigates compares and shares relevant vendor products and offers for decision
- ensures licenses are current for renewal and determines whether review of new terms or renegotiation of more favorable terms is warranted.
- negotiates confirms and documents contract pricing terms.
- develops and maintains a thorough understanding of data sources and systems necessary to prepare reports and gathers information needed to solve specific problems.
- Processes database trials quotes and manages information in various library systems; coordinates communication within the Payments Renewal & Licensing unit or New Request Fulfillment unit when trials and quotes result in decisions to purchase.
- With other staff manages maintains updates and troubleshoots Microsoft Access databases that interface with expenditure data in library management systems (Voyager Acquisitions and ILLiad).
- Provides high quality customer service interacting with colleagues patrons vendors or other libraries personnel whether via phone email instant message or in person regarding various requests.
- Documents all Single Service Point transactions in appropriate systems.
- Documents workflows in area of primary responsibility and supports others in the department in developing storing and maintaining standardized documentation of workflows
- Plays an active role within the department helping to analyze and identify efficiencies in daily workflows creates documentation and contributes to effective departmental information management and communication.
- Attends and participates in department meetings other team building activities and individual meetings with supervisor.
- Shows commitment to positive solution-oriented problem solving.
- Actively participates and develops aptitude for evolving technology and systems used to support Acquisitions & Resource Sharing services.
- Takes responsibility for learning and maintaining the skills needed to accomplish his/her assignment and works with supervisor to prepare and follow a plan for skill development.
- Performs other duties as assigned based on continual assessment of departmental staffing needs and the needs of the library.
Disclaimer
The University of Kansas prohibits discrimination on the basis of race color ethnicity religion sex national origin age ancestry disability status as a veteran sexual orientation marital status parental status gender identity gender expression and genetic information in the universitys programs and activities. Retaliation is also prohibited by university policy. The following person has been designated to handle inquiries regarding the nondiscrimination policies and is the Title IX coordinator for all KU and KUMC campuses: Associate Vice Chancellor for Civil Rights and Title IX Room 1082 Dole Human Development Center 1000 Sunnyside Avenue Lawrence KSTTY.
Work Schedule
M-F 8-5
Contact Information to Applicants
Tonia Morgan
- Three years of library or related experience (e.g. bookkeeping accounts payable/receivable inventory)
- Previous experience in accounting or business administration.
- Previous experience with Microsoft Word Excel and Access.
- Recent relevant library experience preferably in acquisitions resource sharing (interlibrary loan) or cataloging.
- Previous experience that required initiative and ability working with detailed and complex procedures and organizing work effectively to be successful in a rapidly changing and production-oriented work environment as evidenced by application materials.
- Previous experience providing high quality customer service including strong interpersonal communication skills both orally and in writing as evidenced by application materials.
Position Overview
This position is responsible for duties in the Payments Renewals and Licensing unit within the KU Libraries Acquisitions and Resource Sharing (AcqRS) department. Staff in this unit are responsible for the payment accounting renewal and licensing of materials and services associated with the KU Libraries content budget in accordance with State University and library policies and procedures. This position is responsible for support processing and management of day-to-day expenditures for library materials in all formats which includes management of databases that track and report data related to Library Library Vendor and University systems responsible for accounting and collections fund management. This position reports jointly to the Executive Director of Fiscal Services with a dotted line to the head of AcqRS and works closely with the Accountant(s) who together are responsible for leadership and day-to-day coordination of effective fiscal management of the libraries overall content budget including expenditure projections and cash flow.
A new library management system to be implemented by Summer 2026 is expected to lead to significant changes that cannot be fully anticipated. The libraries current strategic plan prioritizes a thorough analysis of workflows across the library which may result in redefined assignments and reporting lines related to this system implementation.
Additional Candidate Instruction
A complete application consists of:
- cover letter that addresses how you meet the required and preferred qualifications
- resume/CV
- contact information for three professional references (including at least one previous or current supervisor)
Application review begins Friday August 29 2025. In order to ensure consideration please apply before that date.
Required Experience:
Unclear Seniority
Employment Type
Full Time
Key Skills
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