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Accounting Operations Specialist

St. Thomas University
Florida, United States
Salary Not Specified
Date posted
Oct 18, 2023


This Specialist is responsible for processing payment of all type of materials and goods within in the library including coordinating and approving federal work-study students' time and wage entry.

Essential Functions

Accounting responsibilities

Under the supervision of the Director of Collection Management Services, will be responsible for:

· Submitting purchase orders and/or payment requests, and processing payments following

procedures established by the University’s Business Office, for all expenses approved by the Library Director or Associate Law Librarian.

· Follow up and claim with the Business Office on any purchase orders and/or checks not processed or received.

· Create and maintain purchase order, invoices, and vendor records in the library integrated system for library goods and services, including keeping inventory and order library and office supplies.

· Create and maintain invoice records in the library automated system for all print and non-print library materials.

· Create and maintain files for payments submitted to the University’s Business Office.

· Verify and reconcile statements received; consult with staff in the Bibliographic Control Unit for accuracy, if necessary, and request payment if needed.


· Reconcile monthly budget report prepared by the University’s Business Office.

· Produce monthly report of blanket purchase order expenses.

· Maintain statistics and produce monthly reports of activities.

Clerical duties

· Personnel issues: process timesheets and the Absence Report received from the Office of Human Resources; fill out paperwork related to personnel issues, maintain files of timesheets and personnel records.

· Assist, as requested by the Library administration, with correspondence, faxing and photocopying, travel arrangements, coordination and planning of meetings and receptions sponsored or hosted by the Law Library.

Related duties and responsibilities

· Train and supervise the work of assigned student workers.

· Create Procedures Manual and maintain up to date.

· Special projects as assigned.

· Other duties as assigned by immediate supervisor.


· Ability to use multiple software (MS Office Word/Excel/Access).

· Internet research abilities.

· Accurate data entry skills.

· Ability to work in a network/integrated library system environment.

· Must be detailed oriented.

· Able to work under pressure and meet established deadlines.

Supervisory Responsibility

This position does not have supervisory responsibility, it may assist the Director of Collection Management Services in the direction and training of the law library assistants assigned to the Accounting Operations Department.

Work Environment/Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

While performing the duties of this job, the employee is occasionally required to stand, walk; sit; reach with hands and arms; climb stairs; push library carts full of books; climb on stands to shelf books. The employee must occasionally lift of move library materials and supplies, up to 30 pounds.

Position Type/Expected Hours of Work

This is a full-time position and is generally expected that work hours will a typical office workday. However, this position may, on occasion, be asked to arrive earlier or stay later or potentially attend on weekends in response to University events and Library needs.


This position does not require any travel.

Education and Experience

College Degree or minimum of two years college education preferred

5 or more years of related work experience may substitute for college degree

Degree in Accounting is preferred

2 years or more in accounting /bookkeeping may substitute

Job Type: Full-time

Pay: $35,000.00 - $45,000.00 per year


  • 401(k) matching
  • Dental insurance
  • Flexible spending account
  • Health insurance
  • Life insurance
  • Paid time off
  • Vision insurance


  • Monday to Friday

Ability to commute/relocate:

  • Opa-locka, FL 33054: Reliably commute or planning to relocate before starting work (Preferred)

Work Location: In person

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