Acquisitions Accounting Assistant/Library Assistant III – Gumberg Library

Salary:                $21.98 - $23.32 per hour
Benefits:            Generous benefits include paid time off including holidays and vacation, retirement match, and tuition remission for employee and dependents.  Details at www.duq.edu/benefits
Location:                   Gumberg Library
Position Status:        Full-time                                             
Hours:                        Varied
Position Number:     003205/30-003205              
FLSA Status:              Non-exempt

POSITION SUMMARY:

The Acquisitions Accounting Assistant is a 35 hour per week library clerical position reporting to the Head of Licensing and Acquisitions Librarian. The position serves as the primary day-to-day liaison between Gumberg Library and the University’s Accounts Payable Department for all invoicing and payment matters related to the acquisition of scholarly library materials. The Acquisitions Accounting Assistant is also responsible for supervising student workers, managing Kronos timekeeping, assisting with copy cataloging and the processing of library materials, and supporting the management of the bindery process, including budget tracking.

DUTIES AND RESPONSIBILITIES:

Supports the Licensing & Acquisitions Librarian in managing the library materials budget and endowments totaling approximately $3+ million, including accurate tracking and oversight of approximately 150 departmental and specialized funds.

Serves as the primary liaison to the University’s Accounts Payable Office, maintaining effective day-to-day communication and resolving invoice and payment issues in accordance with University procedures.

Processes, posts, and ensures timely payment of invoices for all library materials, recording invoice and payment data in the library’s integrated library system.

Reconciles library financial transactions on a weekly basis in both the library’s integrated library system and the University’s accounting system, and generates regular financial reports.

Tracks and manages future fiscal year payments, ensuring compliance with University policies related to multi-year subscriptions and renewal cycles that span fiscal years.

Maintains and updates fund information for the University procurement card, and assists with reconciling procurement card statements and payments.

Identifies, resolves, and corrects accounting discrepancies in accordance with University financial policies and procedures.

Oversees Kronos timekeeping for all hourly staff and student employees assigned to the first floor of the Library, ensuring accurate time entry and approvals.

Manages the bindery process, including coordinating the shipment of materials and tracking and reporting on the bindery budget.

Supervises student workers by participating in the hiring process, coordinating work schedules, and providing training.

Assists with copy cataloging and processing of library materials.

Completes other duties as assigned.

REQUIREMENTS:

Minimum qualifications:

The successful candidate will possess a high school diploma or equivalent and demonstrated clerical and budgeting experience. 

Required skills include strong written and oral communication, interpersonal, and organizational abilities; knowledge of invoicing and payment procedures; the ability to meet deadlines, prioritize multiple requests, and maintain a high level of accuracy and attention to detail; proficiency with computers and common applications, including PDF and Excel files and databases; the ability to establish and maintain effective working relationships with vendors and internal stakeholders; and strong analytical and problem-solving skills.

Preferred qualifications:

Alternately, the successful candidate may possess any equivalent combination of experience and training, which provides the knowledge, skills and abilities required to perform the essential job functions. This includes, but is not limited to, the following: 

Ability to establish and maintain effective working relationships with the University Community.

Ability and willingness to contribute actively to the mission of the University and to respect the Spiritan Catholic identity of Duquesne University.  The mission is implemented through a commitment to academic excellence, a spirit of service, moral and spiritual values, sensitivity to world concerns, and an ecumenical campus community.

APPLICATION INSTRUCTIONS:

Applicants are asked to submit a cover letter, resume, and contact information for three professional references.

Duquesne University was founded in 1878 by its sponsoring religious community, the Congregation of the Holy Spirit.  Duquesne University is Catholic in mission and ecumenical in spirit.  Motivated by its Catholic identity, Duquesne values equality of opportunity both as an educational institution and as an employer.