Title: Accounting, Inventory and Licensing Specialist
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.
Additional Job Functions
- Administers all technology purchasing for Information and
- 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
- 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
- Maintains software inventory including license counts, terms,
dates cost and use.
- Grants license access to users based on contract terms on an
- 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
- Liaises with the Finance department to ensure budget accuracy
through capital and operating budgets.
- Maintains department wide spreadsheets for ILS budgets.
- Participates in maintenance of hardware and software
- Maintains detailed knowledge of contracts (software,
- Oversees technology equipment lifecycle.
- Ensures library consumable supplies are kept stocked.
- Other duties as assigned.
- Undergraduate degree, or equivalent experience.
Skills and Knowledge
- Order processing
- Vendor management
- Technology inventory management
- Experience with software licensing
- 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.
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
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 email@example.com
Bates is internationally recognized as a leading liberal arts
college, attracting 2,000 students from across the U.S. and around
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
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
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.
Sep 01 2023 Eastern Daylight Time