Library Continuations & Accounts Coordinator

SUMMARY : Process and coordinate Library’s various payments and financial transactions on the Library’s Integrated Library System (ILS) and with Accounting Services.

Maintain ILS records for titles received and checked in. Maintain and oversee the process of shelving and filing of updated and continued publications to ensure accuracy and currency of library materials.

Support functions of Core Operations and regular budget reviews.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following :

Master ILS in order to understand the integration of the Library’s ordering, receiving, reporting, and payment processes.

Process the Library’s accounts payable in the manner prescribed by the ILS and by Accounting Services.

Track and resolve Invoice / Statement issues :

contact vendors

track the details and transactions evidence in the separate library functions, such as acquisitions and continuations check-ins

track evidence trail through to the School’s Accounting Services department

Work with the Collection Coordinator to regularly review the Library’s monthly payments in the ILS ,

against the Accounting Services’ budget system (Banner).

Track and process staff Expense Requests, including travel expenses / reimbursements for each librarian.

Maintain past and present payment records in multiple formats.

Check-in update materials and continued volumes for all library titles. Provide instructions to aid shelving. Periodically review newly shelved items.

Correct mistakes and provide remedial instruction to shelvers.

Create and maintain ILS check-in, routing, perm-loan, and other records as necessary.

Assist the preparation of materials for binding.

Coordinate the withdrawal or relocation of superseded volumes from the shelves in accordance with established procedures.

Claim and reorder (when appropriate) non-received / missing items.

Coordinate and work closely with the looseleaf filers to ensure continuity, and any questions / problems discovered in this process.

Keep and maintain monthly statistics of added and withdrawn items.

Assist the Collection Coordinator with closing of each fiscal business year in the ILS.

Coordinate the distribution of incoming mail, according to Mail Room guidelines.

Substitute for the Collection Coordinator when necessary, including but not limited to monitoring email, contacting vendors, ordering materials, assisting faculty with orders, create requisitions, tracking purchasing orders, cancelling materials, and acting as a liaison to the Accounting and Procurement departments.

Assist as needed to other Functions / Departments within the Library / School, including but not limited to Patron Services and Student Outreach .

Other duties as assigned.

SUPERVISORY RESPONSIBILITIES

None.

QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and / or ability required.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

General accounting experience including accounts payable, account reconciliations, and preparation of financial reports.

Attention to detail is a must.

Ability to follow-up on details. Ability to understand the importance of making notations in the ILS and maintaining an accurate trail of all transactions.

Proficiency in computer keyboard skills, ability to learn new programs, and some familiarity with Windows-based software, including the Microsoft Office suite or the currently used programs.

Familiarity with the working operations of a law library is highly preferred.

The person must have a poised and professional image; strong interpersonal skills with the ability to interact in a timely fashion and effectively with all visitors and members of the South Texas community.

Strong service orientation and ability to work creatively, collaboratively, and effectively both as a team member and independently.

Enthusiasm, flexibility, and a positive attitude.

Ability to work in a fast-paced environment, comfortable with changing priorities, the ability to shift quickly between duties.

Excellent oral and written communication skills.

Ability to organize time, keep accurate records, and communicate well in both verbal and written mediums.

REQUIRED EDUCATION and / or EXPERIENCE

High School Diploma or GED.

PREFERED EXPERIENCE and / or KNOWLEDGE

College degree.

Previous library experience with an ILS.

Previous library experience.

Familiarity with legal materials.

LANGUAGE SKILLS

Ability to communicate effectively and professionally with various individuals and groups. Ability to read and comprehend instructions, correspondence, and memorandums.

MATHEMATICAL SKILLS

Ability to perform basic math essentials.

REASONING ABILITY

Ability to define routine problems, collect data, establish facts and draw valid conclusions to solve routine problems and / or deal with a variety of variable situations.

Ability to interpret a variety of instructions furnished in written, oral, diagram or special form.

CERTIFICATES, LICENSES, REGISTRATIONS

None required.

PHYSICAL DEMANDS

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

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee regularly is required to sit and talk or hear. The employee regularly is required to stand and walk extensively.

Light to moderate lifting (up to 25 lbs.) from floor level, at waist, and above shoulders is required. Infrequent bending and stooping is necessary.

Specific vision abilities required by this job include close vision in order to input accurate data and proofread both electronic and printed type.

Distance vision in order to recognize and assist visitors to the department.

WORK ENVIRONMENT

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Fast-paced, multi-tasking, non-smoking work environment. Must be able to work the general business schedule of The Fred Parks Law Library, with flexibility including evenings and weekends as assigned.

Competitive Benefits Package for full-time staff

All Health / Dental / Vision Insurance Coverage Effective on your date of hire

CIGNA Plus Medical & Prescription Coverage (Employee Only Semi-Monthly $71.92)

CIGNA Dental & Vision (Employee Only Semi-Monthly $3.56)

HSA / FSA Medical Savings Accounts

Pet Insurance.

Life Insurance covered by the law school at two times your basic annual salary.

Optional Life Insurance for employee and spouse

Short & Long Term Disability coverage no cost to employee

403(b) employee only contribution; auto-enrolled at 2%

401(a) Employer contributes 8% of your salary after 1 year and worked 1,000 hours.

Paid Leave Time, New Employees earn 1 day (7.5 hours) per month

Sick Leave Time, New Employees Sick leave will be prorated based on the hire date at 9.375 hours per month for the first partial year of employment.

On January 1st, staff employees are eligible for 15 days sick leave at full pay.

18 Paid Holidays 2024

Employee and Dependent Tuition Remission options

FREE Downtown Employee Parking

Discount Tickets to STCLH Sporting Events for Employee and Family

On Campus Cafe

Required Skills

Required Experience