Job Details

Overview:

The position provides complex and/or specialized technical library duties to support daily administrative functions related to accounting and/or budgetary activities. The incumbent in this position processes requisitions, purchase orders, payment of invoices for library purchases and processes a large student assistant payroll.

Position Summary:

The major duties of the job include:

• Process all library invoices for payment by campus Accounts Payable
• Reconcile the library's records with the PeopleSoft Summary Balances report and the Foundation system
• Compare purchase order lines in integrated library system with vendor invoices
• Track refunds, credit and deposit refunds to appropriate funds
• Import electronic invoices from various library vendors
• Manage Amazon.com online account, downloading invoices and shipping confirmations
• Fiscal Year close
• Communicate with vendors, Accounts Payable, Financial Accounting, Foundation, Payroll and other staff, regarding Payee Data Record forms, discrepancies on invoices, deposits, contributions, and student payroll issues
• Maintain vendor records; review vendor statements

The secondary duties of the job include:

• Student assistants payroll processing
• Assist student assistant supervisors on any issues regarding time entry and approval
• Add/or delete student workers in PeopleSoft and Web Clock system in the appropriate fund(s) as required
• Track student payroll expenditures under the various funds to assure that funds are used but not over-spent
• Process the rehiring of Bridge students in PeopleSoft
• Maintain student data files and records, updating student worker hourly pay-rate and setting up newly-hired students
• Process monthly student payroll expenditures and hours allocation summaries
• Process equipment and supply orders
• Create fund codes in the integrated library system to reflect budgetary funds available year-by-year
• Compile expenditures for annual statistical reports as needed by Chancellor's Office and Administrative Office
• Prepare annual lottery report for Academic Resources
• Perform other duties as assigned

Knowledge, Skills & Abilities:

• Full proficiency in use of automated library system pertaining to invoice processing, budget allocations and fund reporting
• Intermediate level proficiency in Microsoft Excel
• Thorough knowledge of payment procedures
• Working knowledge of library accounting and budget procedures and allocation processes, and ability to apply this knowledge to assist in handling vendor accounts and the budget process
• Knowledge of and ability to interpret library policies and procedures and an in-depth knowledge of library operations, policies and procedures pertaining to assigned functional area
• Ability to:
  • Apply accounting procedures and practices to the analysis of basic accounting problems; analyze and interpret accounting data
  • Perform detailed work with great accuracy and proficiency
  • Communicate clearly verbally and in writing
  • Work within a diverse environment and be service-oriented in working with other library staff and faculty members, student assistants and other campus personnel
  • Establish and maintain effective working relationships within and outside the library
  • Investigate and research more complex problems, including analyzing and interpreting information
  • Apply problem solving techniques in finding solutions to basic accounting problems
• A history of regular attendance and positive performance evaluations

Education and Experience:

• Equivalent to three years of progressively responsible financial record-keeping experience which has provided the above knowledge and abilities

Preferred Skills:

• Working knowledge of PeopleSoft, Ex Libris's Alma, Mocha/Rumba, Quickbooks
• Working knowledge of Fresno State payroll processes and procedures
• Knowledge of student assistants' payroll processes