Library Accounting & Technical Services Specialist

Type of Appointment:Full Time Probationary

Job Classification:Library Services Specialist III

Anticipated Hiring Range:$4916 - $5115

Work Schedule:Monday - Friday 8:00am - 5:00pm


THE DEPARTMENT:

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 Librarys print and electronic collections in support of the campus communitys 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 Librarys Signature Polytechnic Experience (PolyX) program.

DUTIES AND RESPONSIBILITIES:

• Accounting Using thorough knowledge of and ability to interpret accounting and library policies and procedures incumbent will:
  • 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 Librarys 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
• Technical Services Using thorough knowledge of and ability to interpret technical services policies and procedures incumbent will:
  • 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
• Cataloging and Book Processing
• 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 librarys 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.

QUALIFICATIONS:

• 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.

OR

• Entry into this classification at Position Skill Level I requires the following knowledge skills and abilities. General understanding of a librarys 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.

PREFERRED QUALIFICATIONS:

• Education equivalent to a bachelors 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

Out of State Work

The California State University (CSU) system is a network of twenty-three public universities providing access to a quality education through the support of California taxpayers. Part of CSUs mission is to prepare educated responsible individuals to contribute to Californias schools economy culture and future. As an agency of the State of California the CSUs business operations almost exclusively reside within California. The CSU Out-of-State Employment Policy prohibits hiring employees to perform CSU-related work outside California. For more information go to theCalifornia State University Out-of-State Employment Policy.

Background Check

Cal Poly Pomona will make a conditional offer of employment to final job candidates pending the satisfactory completion of a background check (including a criminal records check). The conditional offer of employment may be rescinded if the background check reveals disqualifying information and/or it is discovered that the candidate knowingly withheld or falsified determining the suitability of the candidate for the position Cal Poly Pomona will give an individualized assessment to any information that the applicant submits for consideration regarding the criminal conviction history such as the nature gravity and recency of the conviction the candidates conduct performance or rehabilitation efforts since the conviction and the nature of the job applied for. For more information go to theCalifornia State University Background Check Policy.

CSU Classification Salary Range

This position is part of the (UNION) bargaining unit (UNIT). The CSU Classification Standards for this position are located on theCSU Classification Standards CSU Salary Schedule is located on theCSU Salary Schedule website. The classification salary range for this position according to the respective skill level is: minimum $XXXX and maximum $XXXX per month. Please refer to the anticipated hiring range for the appropriate salary rate for this particular position.

Employment Eligibility Verification

Cal Poly Pomona hires only individuals lawfully authorized to work in the United compliance with federal law all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification form upon hire. For more information go theI-9 Acceptable Documents website.

University Driving Requirement

Positions that require driving for university business by using a personal or state vehicle must comply with the Authorized University Driver Policy. Driving records are monitored and evaluated by the Risk Management Department. The Risk Management Department evaluates a good driving report based on the following criteria. The driver must: 1. Have a valid California or other State Drivers license. 2. Have no more than 3 motor vehicle violations or been the cause of 3 accidents in a 12-month period (or any combination of 3 thereof) 3. Not have more than 3 DMV Points if their license is Class C or 4. Not have more than 5 DMV Points if their license is Class A B or C with endorsements. For more information go to theAuthorized University Driver Policy.

Conflict of Interest

This position is a designated position in the California State Universitys Conflict of Interest Code. The successful candidate accepting this position is required to file financial interest disclosure forms subject to state regulations. For more information go to theConflict of Interest policy.

Security & Fire Safety

In compliance with state and federal crime awareness and campus security legislation including the Jeanne Clery Campus Safety Act California Education Code section 67380 and the Higher Education Opportunity Act (HEOA) Cal Poly Pomonas Annual Security Report and Annual Fire Safety Report are available for viewing atCal Poly Pomonas Annual Security ReportandCal Poly Pomonas Annual Fire Safety Report.

Pay Transparency Nondiscrimination

As a federal contractor Cal Poly Pomona will not discharge or in any other manner discriminate against employees or applicants because they have inquired about discussed or disclosed their own pay or the pay of another employee or applicant. For more information see thePay Transparency Nondiscrimination Provision poster.

Reasonable Accommodation

We provide reasonable accommodations to applicants and employees with disabilities. Applicants with questions about access or requiring a reasonable accommodation for any part of the application or hiring process should contact the ADA Coordinator by email at. For more information go toEmployment Notices.

Equal Employment Opportunity

Consistent with California law and federal civil rights laws Cal Poly Pomona provides equal opportunity in employment without unlawful discrimination or preferential treatment based on race sex color ethnicity or national origin. Our commitment to equal opportunity means ensuring that every employee has access to the resources and support they need to thrive and succeed in a university environment and in their communities. Cal Poly Pomona complies with Title VI of the Civil Rights Act of 1964 Title IX of the Education Amendments of 1972 the Americans with Disabilities Act (ADA) Section 504 of the Rehabilitation Act the California Equity in Higher Education Act Californias Proposition 209 (Art. I Section 31 of the California Constitution) other applicable state and federal anti-discrimination laws and CSUs Nondiscrimination Policy. We prohibit discriminatory preferential treatment segregation based on race or any other protected status and all forms of discrimination harassment and retaliation in all university programs policies and practices.

Other Notices

For other important employment notices we invite you to visitCal Poly Pomonas Employment Noticesweb page.