Payment and Receiving Associate
University of North Texas, Granite Heights, WI, United States
Position Title
Payment and Receiving Associate
Location
Denton
Salary
Minimum $36,383.00, depending on qualifications.
Position Overview
The University Libraries at the University of North Texas seeks a Payment and Receiving Associate (PRA) to manage receipt, payment, tracking, and documentation of library materials. The role involves invoice processing, fund reconciliation, vendor coordination, and record maintenance in the Integrated Library System (ILS). The PRA must maintain accurate financial and receiving records, adhere to university policies, and collaborate across library units to ensure timely receipt and payment of purchased library resources.
Responsibilities
Receive, verify, and process purchased and gift library materials, ensuring accuracy of item condition, identity, and pricing.
Pay invoices for library materials in the ILS and submit vouchers to Accounts Payable for processing, resolving billing discrepancies or late invoices as needed.
Reconcile library funds with the UNT Libraries Office of Finance and Administration, including purchasing card reconciliation and preparation of monthly expenditure reports.
Coordinate with internal departments and external vendors to resolve issues related to receipt and payment of materials.
Maintain vendor records, coordinate new vendor setup, and work 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.
Minimum Qualifications
Bachelor’s degree and one year of progressively responsible library experience; or an equivalent combination of education, training, and experience.
Knowledge
Financial, invoicing, and payment processing procedures.
Collection management workflows.
Records management practices and retention requirements.
Institutional policies related to purchasing, procurement, and finance.
Skills
Strong organizational and record‑keeping skills with high accuracy.
Proficiency in Excel and other standard computer applications for data tracking, reconciliation, and reporting.
Ability to process invoices, reconcile accounts, and resolve 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
Analyze and verify financial, receiving, and vendor data for accuracy and compliance.
Follow detailed policies and procedures while exercising sound judgment.
Establish and maintain effective working relationships across departments and with external vendors.
Work independently and collaboratively in a high‑volume, detail‑oriented environment.
Adapt to evolving workflows, systems, and priorities.
Learn and effectively use an Integrated Library System (ILS) and related financial systems.
Preferred Qualifications
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 for 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.
Strong attention to detail, accuracy, and quality control.
Proficiency with Microsoft 365 applications.
Physical Requirements
Communicate with others to exchange information.
Lift and move objects up to 50 pounds.
Move between work sites to accomplish tasks.
Perform tasks in tight and confined spaces.
Repeat motions involving wrists, hands, and/or fingers.
Sedentary work primarily involving sitting or standing.
Environmental Hazards
No adverse environmental conditions expected.
Work Schedule
Monday‑Friday, 8:00 am–5:00 pm.
Driving University Vehicle
No.
Security Sensitive
This is a Security Sensitive Position.
Benefits
Benefits are available to eligible employees. For more information, refer to the university benefits portal.
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. The System Administration promptly investigates complaints of discrimination, harassment, and related retaliation and takes remedial action when appropriate.
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Payment and Receiving Associate
Location
Denton
Salary
Minimum $36,383.00, depending on qualifications.
Position Overview
The University Libraries at the University of North Texas seeks a Payment and Receiving Associate (PRA) to manage receipt, payment, tracking, and documentation of library materials. The role involves invoice processing, fund reconciliation, vendor coordination, and record maintenance in the Integrated Library System (ILS). The PRA must maintain accurate financial and receiving records, adhere to university policies, and collaborate across library units to ensure timely receipt and payment of purchased library resources.
Responsibilities
Receive, verify, and process purchased and gift library materials, ensuring accuracy of item condition, identity, and pricing.
Pay invoices for library materials in the ILS and submit vouchers to Accounts Payable for processing, resolving billing discrepancies or late invoices as needed.
Reconcile library funds with the UNT Libraries Office of Finance and Administration, including purchasing card reconciliation and preparation of monthly expenditure reports.
Coordinate with internal departments and external vendors to resolve issues related to receipt and payment of materials.
Maintain vendor records, coordinate new vendor setup, and work 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.
Minimum Qualifications
Bachelor’s degree and one year of progressively responsible library experience; or an equivalent combination of education, training, and experience.
Knowledge
Financial, invoicing, and payment processing procedures.
Collection management workflows.
Records management practices and retention requirements.
Institutional policies related to purchasing, procurement, and finance.
Skills
Strong organizational and record‑keeping skills with high accuracy.
Proficiency in Excel and other standard computer applications for data tracking, reconciliation, and reporting.
Ability to process invoices, reconcile accounts, and resolve 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
Analyze and verify financial, receiving, and vendor data for accuracy and compliance.
Follow detailed policies and procedures while exercising sound judgment.
Establish and maintain effective working relationships across departments and with external vendors.
Work independently and collaboratively in a high‑volume, detail‑oriented environment.
Adapt to evolving workflows, systems, and priorities.
Learn and effectively use an Integrated Library System (ILS) and related financial systems.
Preferred Qualifications
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 for 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.
Strong attention to detail, accuracy, and quality control.
Proficiency with Microsoft 365 applications.
Physical Requirements
Communicate with others to exchange information.
Lift and move objects up to 50 pounds.
Move between work sites to accomplish tasks.
Perform tasks in tight and confined spaces.
Repeat motions involving wrists, hands, and/or fingers.
Sedentary work primarily involving sitting or standing.
Environmental Hazards
No adverse environmental conditions expected.
Work Schedule
Monday‑Friday, 8:00 am–5:00 pm.
Driving University Vehicle
No.
Security Sensitive
This is a Security Sensitive Position.
Benefits
Benefits are available to eligible employees. For more information, refer to the university benefits portal.
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. The System Administration promptly investigates complaints of discrimination, harassment, and related retaliation and takes remedial action when appropriate.
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