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Accounting, Inventory and Licensing Specialist

Bates College
Maine, United States
Salary Not Specified
Posted Date
Sep 1, 2023

Title: Accounting, Inventory and Licensing Specialist

Position Purpose:

The Accounting, Inventory and Licensing Specialist performs purchasing for Information and Library Services (ILS) and other college departments and offices. The individual in this position is responsible for maintaining and processing all financial records for ILS, as well as maintaining contracts and licensing for software, and overseeing the lifecycle of all technology equipment. The Accounting, Inventory, and Licensing Specialist works with ILS staff and other college offices to continually improve purchasing services for faculty, staff, and students.

Job Duties:
  • Administers all technology purchasing for Information and Library Services.
  • Purchases non-collection items for the library.
  • Manages select vendor relations, works directly with ILS directors and vendors on large and small purchases.
  • Manages technology purchases to get maximum value for the College, including price comparison, price negotiations and evaluation of vendor performance.
  • Advises, consults and purchases technology for other departments.
  • Processes all associated financial transactions, including
    • accounts receivable and accounts payable transactions;
    • approve and transmit vendor invoices to Accounts Payable;
    • track and transmit cash and checks to Accounts Receivable;
    • reconcile credit card transactions;
    • process interdepartmental transactions;
    • reconcile cash and department transactions.
  • Receives and inventories all IT purchases.
  • Manages technology equipment lifecycle in backend systems such as KeyServer, Active Directory, SCCM, and TeamDynamix, including overseeing/auditing all inventory changes.
  • Delivers, installs and tests office equipment for arriving and departing employees.
  • Maintains software inventory including license counts, terms, dates cost and use.
  • Grants license access to users based on contract terms on an individual basis.
  • Researches software licensing options and costs, including price and terms negotiation.
  • Forecasts software cost for future budgeting purposes.
  • Creates and refines processes, including internal spreadsheets, forecasting methods, and budget reporting for ILS VP and Directors
  • Liaises with the Finance department to ensure budget accuracy through capital and operating budgets.
  • Maintains department wide spreadsheets for ILS budgets.
Additional Job Functions :
  • Participates in maintenance of hardware and software inventories.
  • Maintains detailed knowledge of contracts (software, support).
  • Oversees technology equipment lifecycle.
  • Ensures library consumable supplies are kept stocked.
  • Other duties as assigned.
Minimum Qualifications:

  • Undergraduate degree, or equivalent experience.
  • Order processing
  • Vendor management
  • Technology inventory management
  • Experience with software licensing
Skills and Knowledge
  • Working familiarity of current operating systems, hardware, and major software applications
  • Working knowledge of accounting and inventory processes
  • Effective oral and written communications skills
  • Ability to work independently
  • Ability to complete assignments on time
  • Ability to think creatively and logically
  • Ability to handle multiple priorities and resolve problems
  • Demonstrated commitment to practices in equity, inclusion, access and anti-racism and to serving the needs of a culturally and educationally diverse and inclusive community.
Benefits: Bates College offers competitive salaries, excellent benefits (health, dental, sick leave, 24 days of vacation, 2 personal days, 13 paid holidays, dependent care subsidy, free parking, access to library and athletic facilities & more), and a supportive, collegial environment in a drug and smoke-free workplace.

Equal Employment Opportunity Statement:

Bates College is committed to the principle of equal opportunity and providing an educational and work environment free from discrimination. The college prohibits discrimination on the basis of race, color, national or ethnic origin, religion, sex, sexual orientation, gender identity or gender expression, age, disability, genetic information or veteran status and other legally protected statuses in the recruitment and admission of its students, in the administration of its education policies and programs, or in the recruitment of its faculty and staff. Bates College adheres to all applicable state and federal equal opportunity laws and regulations. All college faculty, staff, students, contractors, visitors, and volunteers are responsible for understanding and complying with the Non-Discrimination Policy.

Inquiries concerning the college’s policies, compliance with applicable laws, statutes, and regulations (such as Title VII, Title IX, and ADA/Section 504), and complaints may be directed to Gwen Lexow, Title IX Officer, 207-786-6445 or via email at .

About Bates:

Bates is internationally recognized as a leading liberal arts college, attracting 2,000 students from across the U.S. and around the world.

Since 1855, Bates has been dedicated to educating the whole person through creative and rigorous scholarship in a collaborative residential community. Committed to opportunity and excellence, Bates has always admitted students without regard to gender, race, religion, or national origin.

Cultivating intellectual discovery and informed civic action, Bates prepares leaders sustained by a love of learning and zeal for responsible stewardship of the wider world. Bates engages the forces — intellectual trends, demographic changes, and technology — that are transforming higher education and the world into which our students graduate.

Bates has highly competitive admissions, graduates over 90 percent of its entering students, and more than half of its alumni earn graduate degrees. Bates employs 200 faculty members and 550 staff.

The college is proud of deep roots in the Lewiston/Auburn community, Maine’s second-largest urban area with a population of approximately 65,000. Bates is located on a beautiful, 133-acre, traditional New England campus in Lewiston, an emerging city with an entrepreneurial climate, a lively arts scene, and a dynamic business community. Bates is 35 miles north of Portland, 140 miles north of Boston, and 350 miles north of New York City.

Advertised: Sep 01 2023 Eastern Daylight Time
Applications close:

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