Library Assistant III-Acquisitions

Chapman University
California, United States
Salary Not Specified
Posted Date
Jul 6, 2022

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Position Type
Faculty Positions, Business & Management, Accounting & Finance, Administrative, Business & Administrative Affairs, Other Business & Administrative Affairs, Financial Affairs
Employment Type
Full Time
Posting Details

Position Information

Position Title

Library Assistant III-Acquisitions

Position Type


Job Number


Full or Part Time

Full Time

Employee Status


Posting Date


Position Summary Information

Job Description Summary

The Library Assistant III provides financial and budget oversight for the Acquisitions Department’s assigned library budgets, endowments, and gifts.

Job duties include but are not limited to: routinely update monographic expenditures on library management system; process invoices and procurement card receipts for payment; process annual renewals for services; maintain budget tracking databases and spreadsheets; track payments and reconcile issues; maintain library budget and financial files and archiving; provide expenditure data to department head and library administration; coordinate daily operations and cyclical budget responsibilities. Assist with closing and opening fiscal years. Assist with procuring print books and media, as needed. Participate in developing departmental policies and procedures. Participate in the training of Acquisitions team members and the supervision of students. Other duties as assigned.


Responsibilities include:
  • Utilize PeopleSoft to process invoices for payment and track activity; track payment of invoices and procurement card charges; generate POs; reconcile issues; and prepare and present monthly budget summary reports.
  • Utilize Concur and “Works” for procurement card activity; create Concur reports for submission to Accounts Payable.
  • Utilize Sierra to receive and post invoices for procured materials; run fund activity reports; update Sierra logs; file posted e-invoices; reconcile updated monographic spending spreadsheets.
  • Miscellaneous Duties: Assist department head with the closing and opening of fiscal years; participate in developing departmental policies and procedures, as needed; maintain areas of department manual; participate in the training of Acquisitions team members and the supervision of students; other duties or projects, as assigned.
Required Qualifications
  • Bachelor’s Degree in Accounting or other Financial emphasis. Or 1-2 years’ experience in accounting or financial services, including budget tracking and reconciliation, vendor payments and purchase orders, preferably in an academic library.
  • Experience using computers, web applications, email, and internet search engines.
  • Knowledge of Microsoft Word and Excel.
  • Ability to work autonomously without direct supervision.
  • Ability to prioritize a fluctuating workload and carry out duties to meet deadlines with a high level of accuracy and attention to detail.
  • Excellent written, verbal and personal communication skills.
  • Excellent interpersonal skills with a diverse group of individuals at several different organizational levels.
  • Ability to collect and manipulate statistical information using Excel software or other applications.
  • Ability to understand, investigate, resolve, and report on complex budgetary issues.
Desired Qualifications
  • Experience using Concur, PeopleSoft applications, Sierra (Library Management System), and procurement card reconciliation.
  • Supervisory experience working with students.
Special Instructions to Applicants

The offer of employment is contingent upon satisfactory completion and outcomes of a criminal background screening and returning to the Office of Human Resources a signed original acceptance of the Chapman University Agreement to Arbitrate.

Applicants for Staff and Administrator positions must be currently authorized to work in the United States on a full-time basis. Chapman University does not sponsor applicants for Staff and Administrator positions for work visas.

Minimum Number of References

Maximum Number of References

Pre-screening Questions

Required fields are indicated with an asterisk (*).

  1. * Do you have experience using the Acquisitions module in Sierra?
    • Yes
    • No
  2. * Do you have experience using PeopleSoft applications, Concur, and experience with procurement card reconciliation as it pertains to library budgets or other academic department budgets? Please specify.

    (Open Ended Question)

Applicant Documents
Required Documents
  1. Resume
  2. Cover Letter
Optional Documents
  1. Letter of Recommendation 1

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