General Information
| Payroll Title | BLANK AST 3 | Title Code | 004722 | Grade/Step | Working Title | Acquisitions Accounting and Administrative Assistant | |
|---|---|---|---|---|---|---|---|
| Department Name | University Library Dept | Supervisor | Jacqueline M Bates | Department Head | Steven L Mandeville-Gamble |
Special Requirements and Conditions
| Critical Position |
Level of Supervision Received
| General Direction |
Items Used
| Standard office equipment, computer, copier, scanner, paper shredder, calculator, telephone |
Position Purpose
| The Acquisitions Accounting and Administrative Assistant performs a variety of accounting and administrative services in support of Library acquisitions including processing invoices and payments, posting into various financial systems, verifying data entry for accuracy, preparing a variety of accounting reports, processing electronic transfers, administering recharges, processing refunds, maintaining financial data, performing budget reconciliation and managing various accounts. |
Essential Functions
| Essential Function | % Time |
|---|---|
| Accounting Services | 80 |
| Processes and pays a variety of invoices including one-time orders, standing orders, subscriptions, monograph approvals, recharges, Inter Library Loans and prepayments. Processes refunds. Monitors vendor performance and invoicing practices, responds to vendor inquiries, reconciles vendor statements, and researches and resolves discrepancies. Processes electronic transfers and ensures electronic invoices are accurately posted. Performs and verifies data entry and postings in various financial systems. Administers local and inter-campus recharges. Performs reconciliation of processed transactions and budget funds . Assist with resolving discrepancies in financial data. Serves as liaison with the campus' accounting department. Assist with year-end closing activities. |
|
| Administrative Services | 15 |
| Prepares and maintains a variety of accounting reports and data including posting registers, fund accounting reports and monthly distributions. Makes independent judgment decisions in the absence of the supervisor. Maintains compliance with policies, procedures and administrative guides. Maintains knowledge of current industry trends and performs continuous assessment of innovative methodologies, technologies and approaches. Identifies opportunities for improvement and communicates them to supervisor. |
|
| Other | 5 |
| Performs other duties as assigned. | |
Minimum Requirements
| Minimum Requirement | Display Ranking |
|---|---|
| 1 | |
| Five (5) years demonstrated related experience or an equivalent combination of education and experience. | |
| 2 | |
| Experience performing accounts payable and accounts receivable transactions, including processing, reviewing and verifying accuracy of invoices. | |
| 3 | |
| Knowledge of accounting concepts, processes and procedures. | |
| 4 | |
| Knowledge and understanding of internal control practices and their impact on protecting University resources. | |
| 5 | |
| Ability to perform accurate mathematical computations including fractions, percentages, ratios, proportions, algebra, interest and routine statistics. Ability to analyze, validate and prepare consolidated reports using tools such as pivot tables and formulas within Excel. | |
| 6 | |
| Ability to organize work, establish priorities and meet deadlines. Ability to display initiative and remain flexible in a fast-paced and changing environment. | |
| 7 | |
| Ability to establish and maintain professional working relationships. Ability to foster a respectful, cooperative, professional and courteous environment, maintain confidentiality, and employ tact and diplomacy. | |
| 8 | |
| Ability to accurately apply a wide variety of policies and procedures. | |
| 9 | |
| Ability to perform accurate, detailed work. | |
| 10 | |
| Ability to communicate effectively both verbally and in writing. | |
Preferred Qualifications
| Preferred Qualification | Display Ranking |
|---|---|
| 1 | |
| Bachelor's Degree in Accounting or related field. | |
| 2 | |
| Working knowledge of University of California, Riverside accounting policies and financial systems. | |
| 3 | |
| Knowledge of library acquisitions terminology. | |
| 4 | |
| Experience working in higher education. | |
| Posted Position Purpose |
|---|
| The Acquisitions Accounting and Administrative Assistant performs a variety of accounting and administrative services in support of Library acquisitions including processing invoices and payments, posting into various financial systems, verifying data entry for accuracy, preparing a variety of accounting reports, processing electronic transfers, administering recharges, processing refunds, maintaining financial data, performing budget reconciliation and managing various accounts. |
| Posted Minimum Requirements |
| Five (5) years demonstrated related experience or an equivalent combination of education and experience. Experience performing accounts payable and accounts receivable transactions, including processing, reviewing and verifying accuracy of invoices. Knowledge of accounting concepts, processes and procedures. Knowledge and understanding of internal control practices and their impact on protecting University resources. Ability to perform accurate mathematical computations including fractions, percentages, ratios, proportions, algebra, interest and routine statistics. Ability to analyze, validate and prepare consolidated reports using tools such as pivot tables and formulas within Excel. Ability to organize work, establish priorities and meet deadlines. Ability to display initiative and remain flexible in a fast-paced and changing environment. Ability to establish and maintain professional working relationships. Ability to foster a respectful, cooperative, professional and courteous environment, maintain confidentiality, and employ tact and diplomacy. Ability to accurately apply a wide variety of policies and procedures. Ability to perform accurate, detailed work. Ability to communicate effectively both verbally and in writing. |
| Posted Preferred Qualifications |
| Bachelor's Degree in Accounting or related field. Working knowledge of University of California, Riverside accounting policies and financial systems. Knowledge of library acquisitions terminology. Experience working in higher education. |