Duties & Responsibilities
PURCHASING AND PAYABLES PROCESSING
Process and complete iBuy requisitions. Reviews and approves documentation for requisition for completeness and request more information when needed from requester or vendor.
Process yearly memberships purchase orders for the library.
Review and approve invoices for completeness and accuracy for vendors and submit to Payables for payments.
Examines invoice and payment problems with patrons and resolves independently.
Reviews, approves, and processes documentation for non-conforming purchaser orders and transactions.
Reviews, approves, and processes documentation for financial support or sponsorship payments to outside organizations.
Assists vendors in filing new and updated vendor forms.
Train Library staff in the purchasing process.
Maintains documentation, such as subsidiary ledgers, for the Library Business Office.
RECONCILE MONTHLY REPORTS AND BANK STATEMENTS FOR LIBRARY OPERATIONS
Examines monthly accounting records for accuracy, completeness and conformance to Library Business Office procedures that included, but not limited to:
Post all invoices, receipts, etc. to Library accounts.
Post and balance internal income and expense transfers.
Update monthly individual income and expense accounts for Library faculty.
Review and edit line references and formulas in computer spreadsheets for accuracy.
Balance sub-ledger accounts to the General Ledger report.
Correct errors and inconsistencies in invoices and receipts and compare monthly statements.
Review all internal income and expense transfer requests for accuracy, account correctness, and proper signatures.
Prepares monthly financial reconciliation reports
TRAVEL COORDINATOR AND EMPLOYEE REIMBURSEMENT BACKUP
Create and maintain travel expenditures for all Library employees.
Process Library employees' reimbursements.
Process travel arrangements and provide conference registration payments.
Open and close program advances, including depositing unused funds to Bursar.
PROCESS FOREIGN NATIONAL PAYMENTS
Assist Associate Director of Fiscal Operations in processing Foreign National payments.
Communicate the policies and procedures for Foreign National payments to the Library employees.
Communicate with guests about the needed documentation for scholarships, payments, or reimbursements.
Communicate as needed with University Payroll and University Payables to process payments.
PERFORM OTHER RELATED DUTIES AS ASSIGNED
Assist with fiscal year close
Assist with Grants and contracts
Assist in the preparation of financial analysis