University of Miami

University of Miami

Otto G. Richter Library

Staff Position Description

POSITION TITLE: Senior Accounting Assistant

DIVISION: Acquisitions Department

UM CLASSIFICATION: Senior Accounting Assistant

EMPLOYEE:

FLSA SATUS: Non exempt
PURPOSE & SCOPE
The Senior Accounting Assistant plays a critical role in the fiscal aspect of the Libraries’ collection budget. This individual is responsible for the day to day routine activities of the department. These include invoice payment, financial tracking and account reconciliations. The individual is also responsible for reconciliation of purchasing cards, wire transfers and vendor deposit accounts. Responsibilities also include requesting and processing vendor application forms in order to have them included in the University authorized vendor network. Additionally, the position calls for reconciliation of vendor statements. This individual maintains a register of invoices to be reconciled against Purchase Orders, reconciles with University financial system, prepares journal entries to transfer funds between accounts, and prepares weekly and monthly reports as requested by the Head of Acquisitions, the Associate Dean for Collection Strategies, and the Dean of Libraries.
ESSENTIAL DUTIES AND RESPONSIBILITIES
Payment Processing (70%)

• 
  Sorts and classifies invoices by type
  
• 
  Verifies invoice information: fund code, proper account to be charged, authorization for payment, and materials receipt
  
• 
  Determines proper payment method: purchase order, PZY (authorized University vendor), wire transfer, purchasing card, deposit account
  
• 
  Assigns authorized vendor number, and coordinates vendor approval as necessary through completion of the required vendor application and IRS W-9
  
• 
  Prepares required paperwork for selected payment processing method, and submits to Accounts Payable for processing
  
• 
  Completes invoice payment information in Library financial system
  

Reporting and Reconciliation of Accounts (25%)

• 
  Maintains essential financial reports on a monthly basis
  
  • 
    Purchase Orders Open Commitment Report
    
  • 
    PZY Reports (Register Resume, Register Summary by Account, Monthly Register by Account)
    
  • 
    Wire Transfer Reports
    
  • 
    Purchasing Card Reports
    
  • 
    EBSCO Reconciliation Reports
    
  • 
    Library financial system fund accounting reports
    
  • 
    Library financial system fund activity reports
    
  • 
    Library financial system invoice register reports
    
• 
  Updates purchasing card transactions daily in American Express @ Work Corporate Account Reconciliation (CAR), and completes compliance report for each cardholder monthly
  
• 
  Monitors deposit account balances for all deposit accounts, and completes a monthly transfer of EBSCO expenditures as needed to reflect correct subaccounts
  
• 
  Completes monthly reconciliation of Library system financials and University financial system transactions
  
• 
  Prepares journal entries as required to make transaction corrections
  
• 
  Prepares final reconciliation at the end of the fiscal year
  

Communications, Relationships and Services (5%)

• 
  Acts as business contact with Accounts Payable, Purchasing and external vendors
  
• 
  Maintains helpful and supportive customer service with all library customers.
  
• 
  Assists Department Head with projects and statistical reports
  
• 
  Other duties as assigned
  

WORKING RELATIONSHIPS

• 
  Supervision Received
  
  • 
    This position reports to the Head of Acquisitions
    
• 
  Supervision Given
  
  • 
    This individual may supervise student assistants and provide training to support staff
    
• 
  Level of Contacts
  
  • 
    This individual works closely with the Manager of Continuing Resources and the Manager of Monographic Resources to resolve issues relating to fiscal management
    
  • 
    This individual works with all levels of library faculty, staff and student employees. In all contacts, the incumbent is expected to be professional and courteous.
    

QUALIFICATIONS (Education, Experience, Skills, Training)

• 
  Associates Degree
  
• 
  Knowledgeable of basic accounting practices
  
• 
  Experience in a library acquisitions operation, or a minimum one year experience in bookkeeping/accounting
  
• 
  Analytic and critical thinking skills
  
• 
  Aptitude for accuracy and detail
  
• 
  Ability to work cooperatively and productively with others
  
• 
  Ability to work independently in a team environment
  
• 
  Good oral and written English language communication skills
  
• 
  Excellent organizational skills