California State Polytechnic University-Pomona is hiring: Library Accounting & T

Library Accounting & Technical Services Specialist

Join to apply for the Library Accounting & Technical Services Specialist role at California State Polytechnic University‑Pomona.

Type of Appointment: Full Time, Probationary

Job Classification: Library Services Specialist III

Anticipated Hiring Range: $4,916 - $5,115

Work Schedule: Monday – Friday, 8:00 am – 5:00 pm

Department: Collections, Acquisitions, and Resource Discovery Services (CARDS) is the backstage hub of the University Library responsible for the acquisition, access, maintenance, preservation, and discoverability of all the Library’s print and electronic collections in support of the campus community’s information, teaching, and research needs. The CARDS Unit comprises three subunits: Electronic Resources Management (ERM); Acquisitions and Materials (A&M); and Metadata Management (MM). The CARDS Unit also houses the Repair, Processing, and Items Restoration Lab (REPAIR Lab) and the Library’s Signature Polytechnic Experience (PolyX) program.

Responsibilities

• Accounting
  • Be responsible for bookkeeping tasks related to the collection budget, including receiving, approving, and posting invoices, credit memos, and refund checks in Ex Libris’ Alma.
  • Review invoices, credit memos, and refund checks for accuracy and discrepancies (e.g., vendor address changes, incorrect pricing, tax amounts) and make appropriate changes with library and campus partners.
  • Review accounting and check feed information for accuracy before sending feed information to Accounting; problem‑solve issues related to checks with appropriate library and campus partners.
  • Review checks against the check register from Accounting for accuracy and discrepancies, and complete payment information in Alma to reflect the most up‑to‑date information.
  • Oversee student reimbursements in collaboration with Access Services and appropriate campus partners.
  • Oversee fiscal year rollover within Alma and ensure accuracy between Alma and campus financial systems such as Tableau.
  • Create new vendors and update vendor information on behalf of the Library in collaboration with vendors, campus partners, and campus systems; create and update vendor accounts within Alma once approved by campus.
  • File and organize all documentation regarding invoices, payments, credit memos, and other accounting‑related documents.
  • Work collaboratively with the Library Budget Analyst to adhere to campus fiscal deadlines and ensure timely payment of invoices based on appropriate Chartfield Strings and funds; update fund amounts in Alma and perform transfers between funds and vendor deposit accounts as appropriate.
  • Work collaboratively with the CARDS Unit and the Library Budget Analyst on credit card reconciliation, endowment spending monitoring, GAAP copies, multi‑year renewal contracts, and deposit agreements procedures.
  • Provide accounting information related to the collections budget as requested; develop and maintain spreadsheets and run reports such as Alma Analytics reports.
  • Oversee inventory management and purchase of unit supplies twice a year and as needed.
  • Maintain current knowledge of evolving trends and best practices in accounting by participating in professional organizations, meetings, email list discussions, workshops, and related activities.
  • Attend professional development activities as assigned or required to meet departmental goals and objectives.
• Technical Services
  • Assist in CARDS tasks per changing workflows and departmental priorities, with emphasis on Acquisitions and Materials subunit tasks including physical receiving, repair, and processing; physical inventory and maintenance; acquisitions; and related projects.
  • Coordinate work of student assistants assigned to the area and may participate in hiring, training, and evaluating student workers.
  • Participate in unit, department, and library‑wide activities such as workshops, meetings, committees, and cross‑training.
  • Maintain current knowledge of evolving trends in technical services by participating in professional organizations, meetings, email list discussions, workshops, and related activities.
  • Attend professional development activities as assigned or required to meet departmental goals and objectives.
• Cataloging and Book Processing
  • Perform copy cataloging and consult with unit coordinator for problems or conflicts.
  • Attend team, department, and library staff meetings; keep abreast of new developments in cataloging, book processing, ordering, and policies.
  • Serve on committees such as the Book Display Committee.
  • Instruct, direct, and perform book processing tasks (repair, labeling, printing, preparing and securing new materials for specialized collections and general collection).
  • Assist in revising and implementing policy and procedures.
  • Assist with hiring and training student assistants (writing position descriptions, advertising, interviewing, attending job fairs).
  • Assess, collect, and formulate supply requests from all department units for submittal to appropriate staff for library‑wide supply ordering.

Qualifications

• High School Diploma/GED—or equivalent certification.
• 4–5 years of relevant library and/or clerical experience, or an equivalent combination of experience and education.
• Entry‑level position requires knowledge, skills, and abilities including general understanding of library operations, basic library terminology, familiarity with library systems, ability to learn policies and procedures, use of office software, proficiency in English, basic arithmetic, ability to work under minimal supervision, service‑oriented mindset, and effective communication skills.

Preferred Qualifications

• Education equivalent to a bachelor's degree.
• 2–3 years of accounting, budgeting, or allocation processes in a professional setting; library experience; and/or an equivalent combination of experience and education.
• Working knowledge of processing and/or repair of physical materials for libraries.
• Working knowledge of copy cataloging.
• Familiarity with Alma and/or other integrated library systems.
• Familiarity with Alma Analytics and/or analytical tools and software.
• Proficiency with Microsoft Office Suite and/or equivalent.
• Strong interpersonal, written, and verbal communication skills.
• Ability to set priorities for self and others, meet deadlines, complete tasks and projects on time and within budget, and work with minimal supervision or in collaboration with colleagues.

Out of State Work
The California State University (CSU) system is a network of twenty‑three public universities providing access to a quality education through the support of California taxpayers. Part of CSU’s mission is to prepare educated, responsible individuals to contribute to California’s schools, economy, culture, and future. As an agency of the State of California, the CSU’s business operations almost exclusively reside within California. The CSU Out‑of‑State Employment Policy prohibits hiring employees to perform CSU‑related work outside California.

Background Check
Cal Poly Pomona will make a conditional offer of employment to final job candidates, pending satisfactory completion of a background check (including a criminal records check). The conditional offer may be rescinded if the background check reveals disqualifying information, or if it is discovered that the candidate knowingly withheld or falsified information.

CSU Classification Salary Range
This position is part of the (UNION) bargaining unit (UNIT). The CSU Classification Standards for this position are located on the CSU Classification Standards website. The CSU Salary Schedule is located on the CSU Salary Schedule website. The classification salary range for this position according to the respective skill level is: minimum $X,XXX and maximum $X,XXX per month. Please refer to the anticipated hiring range for the appropriate salary rate for this particular position.

Employment Eligibility Verification
Cal Poly Pomona hires only individuals lawfully authorized to work in the United States. In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification form upon hire.

University Driving Requirement
Positions that require driving for university business by using a personal or state vehicle must comply with the Authorized University Driver Policy. Driving records are monitored and evaluated by the Risk Management Department. The driver must have a valid California or other State Driver’s license and meet the specified criteria for violations and points.

Conflict of Interest
This position is a “designated position” in the California State University’s Conflict of Interest Code. The successful candidate accepting this position is required to file financial interest disclosure forms subject to state regulations.

Security & Fire Safety
In compliance with state and federal crime awareness and campus security legislation, including the Jeanne Clery Campus Safety Act and the Higher Education Opportunity Act, Cal Poly Pomona’s Annual Security Report and Annual Fire Safety Report are available for viewing.

Pay Transparency Nondiscrimination
As a federal contractor, Cal Poly Pomona will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant.

Reasonable Accommodation
We provide reasonable accommodations to applicants and employees with disabilities. Applicants with questions about access or requiring a reasonable accommodation should contact the ADA Coordinator.

Equal Employment Opportunity
Consistent with California law and federal civil rights laws, Cal Poly Pomona provides equal opportunity in employment without unlawful discrimination or preferential treatment based on race, sex, color, ethnicity, or national origin. The university complies with Title VI, Title IX, the Americans with Disabilities Act, Section 504, the California Equity in Higher Education Act, and other applicable laws.

Other Notices
For other important employment notices, we invite you to visit Cal Poly Pomona’s Employment Notices web page.

Seniority level

• Entry level

Employment type

• Full-time

Job function

• Other
• Higher Education

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