Library Assistant III-Acquisitions
Full or Part Time
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.
- 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
- 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
- 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
- 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.
Special Instructions to Applicants
- Experience using Concur, PeopleSoft applications, Sierra
(Library Management System), and procurement card
- Supervisory experience working with students.
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
Required fields are indicated with an asterisk (*).
- * Do you have experience using the Acquisitions module in
- * 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
(Open Ended Question)
- Cover Letter
- Letter of Recommendation 1