JOB DESCRIPTION: Reporting to the Associate Dean for Legal Information, this position acts as the day-to-day operational manager for the acquisitions of library materials and for fiscal accounting of the Legal Information Center. Manages the acquisitions of print and electronic library materials, including searching, and ordering of library material. Manages the accounts payable for the Legal Information Center. Responsible for accounting activities for the department in both the library management system and the university’s financial management system.
Plan, coordinate and direct the accounting and payment activities for library acquisitions. These include:
• Process and approve invoices for payment in the library management system and inputting them for payment in Peoplesoft using the LMS/Peoplesoft interface system.
• Comply with statutory requirements and related university policies for the timely processing of vendor payments.
• Ensure adequate fund balances in the library management system to allow the smooth flow of payment for materials.
• Reconcile library management system and Peoplesoft expenditures and/or balances.
• Reconcile vendor statements.
• Coordinate, compile and produce various financial reports pertaining to all acquisitions activities.
• Create payment records in the library management system. Verify budget and confirm invoice total agrees with net amount in the library management system before approving and closing the payment record.
• Coordinate timely and accurate creation and maintenance of Peoplesoft vendors. Create and maintain vendor records in the library management system as needed.
• Coordinate with College of Law Dean’s Office for approval of payments in Peoplesoft and attachment of supporting documents.
• Interpret fiscal and accounting administrative regulations and policies and recommending new and improved programs to effectively manage fiscal and accounting functions in acquisitions.
Manage and coordinate acquisitions activities for library materials. These include:
• Manage acquisition of materials.
• Perform detailed acquisition searches in the library management system. This includes reviewing order records to ensure serial titles on standing order are not duplicated. Resources ordered include books, serials, standing orders, and electronic databases.
• Identify and utilize matching bibliographic record in catalog. If no record exists for title, search OCLC online database and download records into the library management system, conforming to requirements of single bibliographic environment.
• Create provisional bibliographic records in the library management system.
• Perform searches of the internet to locate out-of-print or other hard to find material.
• Place orders using vendor online systems, phone, email and fax.
• Maintain good relationships with publishers, vendors and sales representatives to ensure outstanding customer relations. This includes knowledge of publisher and vendor practices to ensure maximum savings to the library. Assist in management of unsolicited library materials.
• Work with LIC, College of Law and University staff, as well as, vendors and publishers to resolve issues and create more efficient workflows.
• Prioritize rush items and manage the rush acquisition process by selection of most appropriate vendor.
• Establish and implement records management policies and procedures in the library management system. Input appropriate notes on records for archival purposes.
• Develop searches to find bibliographic records in the library management system, which enables completion of reports and other projects.
EXPECTED SALARY: $50,000 to $55,000, Commensurate with experience
MINIMUM REQUIREMENTS: High School diploma or equivalent and seven years of library, or relevant experience; or an Associate’s degree and five years of relevant experience; or a Bachelor’s degree and three years of relevant experience; or a Master’s degree and one year of relevant experience; or any equivalent combination of experience, training and/or education.
PREFERRED QUALIFICATIONS: Experience with PeopleSoft and UF accounting policies and procedures.
Experience working in a college or academic library.
Familiarity with the organization of library materials.
Ability to work independently, set goals and prioritize
Excellent verbal and written communication skills and a strong commitment to customer service
Facility with library databases, including Primo, ALMA, OCLC, and Peoplesoft.
Ability to maintain accurate statistical counts and experience with cost and data analysis.
Flexibility and ability to adapt and work in a rapidly changing academic environment.
SPECIAL INSTRUCTIONS TO APPLICANTS: In order to be considered, you must upload your cover letter and resume.
Application must be submitted by 11:55 p.m. (ET) of the posting end date.