Description

LINK TO APPLY: https://careers.untsystem.edu/jobs/payment-and-receiving-associate-denton-texas-united-states 

Title: Payment and Receiving Associate

Employee Classification: Library Production Associate

Campus: University of North Texas

Division: UNT-Provost

SubDivision-Department: UNT-University Library

Department: UNT-University Library-Gen-141000

Job Location: Denton

Salary: Depending on qualifications with a minimum of $36,383.00.

FTE: 1.000000

Retirement Eligibility: TRS Eligible

About Us - Values Overview
Welcome to the University of North Texas System. The UNT System includes the University of North
Texas in Denton and Frisco, the University of North Texas at Dallas and UNT Dallas College of Law,
and University of North Texas Health Fort Worth. We are the only university system based exclusively
in the robust Dallas-Fort Worth region. We are growing with the North Texas region, employing more
than 14,000 employees, educating a record 49,000+ students across our system, and awarding nearly
12,000 degrees each year.

We are one team comprised of individuals who are committed to excellence, curiosity and innovation.
We are transforming lives and creating economic opportunity through education. We champion a
people-first values-based culture where We Care about each other and those we serve. We believe
that we are Better Together because we foster an environment of respect, belonging, and access for
all. We demonstrate Courageous Integrity through setting exceptional standards and acting in the best
interest of our communities. We are encouraged to Be Curious about opportunities for learning,
creating, discovering, and innovating, and are encouraged to learn from failure. Show Your Fire by
joining our team and exhibiting your passion and pride in your work as part of our UNT System team.

Learn more about the UNT System and how we live our values at www.UNTSystem.edu.

Department Summary
As one of the most heavily used services on campus and an essential component of education and
research at the University of North Texas, the Libraries provide access to more than six million print
and digital resources and are supported by knowledgeable staff who assist users in achieving their
academic and scholarly goals. Through innovative programs and services, the Libraries actively
strengthen the connection between instruction, learning, and research at the University of North
Texas.

The Collection Management Division oversees the lifecycle management of library collections,
including licensing, acquisition, cataloging, and long-term maintenance. Comprised of the Collection
Development, Collection Assessment, and Cataloging and Metadata Services departments, the
division works to ensure library collections remain accessible, accurate, and aligned with institutional
needs.

This position is part of the Subscription and Resource Management (SRM) Unit in the Collection
Development Department and supports effective stewardship of library resources in collaboration with
the Head of the SRM Unit.

Position Overview
The University Libraries at the University of North Texas is seeking to hire a Payment and Receiving
Associate (PRA) to support the effective stewardship of library collections. This position manages the
receipt, payment, tracking, and documentation of library materials, including invoice processing, fund
reconciliation, vendor coordination, and record maintenance in the Integrated Library System (ILS).

The Payment and Receiving Associate (PRA) performs detailed financial and receiving work and
maintains accurate records in the Integrated Library System (ILS). The role requires consistent
attention to detail, adherence to university policies, and collaboration across library units to ensure
timely receipt and payment of purchased library resources.

Responsibilities of this position include but are not limited to:

• Receive, verify, and process purchased and gift library materials, ensuring accuracy of item
  condition, identity, and pricing.
• Pay invoices for library materials in the Integrated Library System (ILS) and submit vouchers in a
  timely manner to Accounts Payable for processing and resolve billing discrepancies or late invoices as
  needed.
• Work with the UNT Libraries Office of Finance and Administration to reconcile library funds, including
  purchasing card reconciliation, and prepare monthly expenditure reports.
• Coordinate with internal departments and external vendors to resolve issues related to receipt and
  payment of materials.
• Manage vendor interactions, including maintaining vendor records, coordinating new vendor setup,
  and working with the UNT Office of Finance.
• Evaluate and process gift materials for the Libraries’ general collection using established criteria.
• Order and track supplies for the Collection Management Division.
• Serve as the Records Management Representative for the division, ensuring compliance with UNT
  records retention policies and required training.
• Participate in required training, professional development activities, and special projects or
  committee work as assigned.

Knowledge, Skills and Abilities

Knowledge

• Knowledge of financial, invoicing, and payment processing procedures
• Knowledge of collection management workflows
• Knowledge of records management practices and retention requirements
• Knowledge of institutional policies related to purchasing, procurement, and finance

Skills

• Strong organizational and record keeping skills with a high degree of accuracy and attention to detail
• Proficiency in Excel and other standard computer applications for data tracking, reconciliation, and
  reporting
• Skill in processing invoices, reconciling accounts, and resolving billing discrepancies
• Effective written and verbal communication skills for interactions with vendors, campus partners, and
  library staff
• Skill in maintaining clear documentation and written procedures
• Time management skills to prioritize workload and meet recurring deadlines

Abilities

• Ability to analyze and verify financial, receiving, and vendor data for accuracy and compliance
• Ability to follow detailed policies and procedures while exercising sound judgment
• Ability to establish and maintain effective working relationships across departments and with external
  vendors
• Ability to work independently and collaboratively in a high volume, detail oriented environment
• Ability to adapt to evolving workflows, systems, and priorities
• Ability to learn and effectively use an Integrated Library System (ILS) and related financial systems

Requirements

Minimum Qualifications
Bachelor's degree and one year of progressively responsible library experience; or any equivalent
combination of education, training, and experience.

Preferred Qualifications
The preferred candidate will possess experience with any of the following:

• Experience working in a library or information-based institution
• Experience with library principles, policies, and workflows
• Experience creating, editing, or maintaining written procedures or documentation
• Demonstrated proficiency in Excel (e.g., data tracking, reconciliation, or reporting)
• Experience monitoring, maintaining, or reconciling budgets or financial records
• Ability to establish and maintain effective working relationships with colleagues, vendors, and
  campus partners
• Demonstrated experience working in a library or information based institution, with knowledge of
  library principles, policies, and workflows
• Strong attention to detail, accuracy, and quality control
• Experience creating, editing, and maintaining written procedures, documentation, or guidelines
• Effective written and verbal communication skills, with the ability to collaborate with colleagues,
  vendors, and campus partners
• Ability to adapt and work effectively in a changing or fast paced environment
• Proficiency with Microsoft 365 applications
• Experience using Excel for data tracking, reconciliation, reporting, or analysis
• Experience monitoring, maintaining, or reconciling budgets or financial records

We want to emphasize that the preferred qualifications are not required and that we are committed to
helping our future colleague develop these preferred skills.

Physical Requirements

• Communicating with others to exchange information.
• Lifting and Moving objects up to 50 pounds.
• Moving about to accomplish tasks or moving from one worksite to another.
• Moving self in various positions to perform tasks in tight and confined spaces.
• Repeating motions that may include the wrists, hands and/or fingers.
• Sedentary work that primarily involves sitting/standing.

Environmental Hazards
No adverse environmental conditions expected.

Work Schedule
Monday-Friday 8:00am-5:00pm

Driving University Vehicle
No

Security Sensitive
This is a Security Sensitive Position.

Special Instructions
Applicants must submit a resume, a cover letter explaining their qualifications and interest in the position 
(including a summary of relevant skills and/or experience), and contact information for three professional
references. If needed, additional references can be added after the application has been submitted.

Benefits
For information regarding our Benefits, click here.

EEO Statement
The University of North Texas System is firmly committed to equal opportunity and does not permit –
and takes actions to prevent – discrimination, harassment (including sexual violence, domestic
violence, dating violence and stalking), and retaliation on the basis of race, color, religion, national
origin, sex, age, disability, genetic information, or veteran status in its application, employment
practices, and facilities; nor permits race, color, national origin, religion, age, disability, veteran status,
or sex discrimination and harassment in its admissions processes, and educational programs and
activities. UNT System Administration promptly investigates complaints of discrimination, harassment,
and related retaliation and takes remedial action when appropriate. System Administration also takes
actions to prevent retaliation against individuals who oppose any form of harassment or discriminatory
practice, file a charge or report, or testify, assist, or participate in a related investigation or proceeding.