Collection Associate Jobs in Texas (NOW HIRING)

Title: Payment and Receiving Associate

Employee Classification: Library Production Associate

Campus: University of North Texas

Division: UNT-Provost

SubDivision-Department: UNT-University Library

Department: UNT-University Library-Gen-141000

Job Location: Denton

Salary: Depending on qualifications with a minimum of $36,383.00.

FTE: 1.000000

Retirement Eligibility: TRS Eligible

About Us - Values Overview

Department Summary

As one of the most heavily used services on campus and an essential component of education and research at the University of North Texas, the Libraries provide access to more than six million print and digital resources and are supported by knowledgeable staff who assist users in achieving their academic and scholarly goals. Through innovative programs and services, the Libraries actively strengthen the connection between instruction, learning, and research at the University of North Texas.
The Collection Management Division oversees the lifecycle management of library collections, including licensing, acquisition, cataloging, and long-term maintenance. Comprised of the Collection Development, Collection Assessment, and Cataloging and Metadata Services departments, the division works to ensure library collections remain accessible, accurate, and aligned with institutional needs.
This position is part of the Subscription and Resource Management (SRM) Unit in the Collection Development Department and supports effective stewardship of library resources in collaboration with the Head of the SRM Unit.

Position Overview

The University Libraries at the University of North Texas is seeking to hire a Payment and Receiving Associate (PRA) to support the effective stewardship of library collections. This position manages the receipt, payment, tracking, and documentation of library materials, including invoice processing, fund reconciliation, vendor coordination, and record maintenance in the Integrated Library System (ILS).
The Payment and Receiving Associate (PRA) performs detailed financial and receiving work and maintains accurate records in the Integrated Library System (ILS). The role requires consistent attention to detail, adherence to university policies, and collaboration across library units to ensure timely receipt and payment of purchased library resources.
Responsibilities of this position include but are not limited to:
Receive, verify, and process purchased and gift library materials, ensuring accuracy of item condition, identity, and pricing.
Pay invoices for library materials in the Integrated Library System (ILS) and submit vouchers in a timely manner to Accounts Payable for processing and resolve billing discrepancies or late invoices as needed.
Work with the UNT Libraries Office of Finance and Administration to reconcile library funds, including purchasing card reconciliation, and prepare monthly expenditure reports.
Coordinate with internal departments and external vendors to resolve issues related to receipt and payment of materials.
Manage vendor interactions, including maintaining vendor records, coordinating new vendor setup, and working 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 any equivalent combination of education, training, and experience.

Knowledge, Skills and Abilities

Knowledge
Knowledge of financial, invoicing, and payment processing procedures
Knowledge of collection management workflows
Knowledge of records management practices and retention requirements
Knowledge of institutional policies related to purchasing, procurement, and finance
Skills
Strong organizational and record keeping skills with a high degree of accuracy and attention to detail
Proficiency in Excel and other standard computer applications for data tracking, reconciliation, and reporting
Skill in processing invoices, reconciling accounts, and resolving 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
Ability to analyze and verify financial, receiving, and vendor data for accuracy and compliance
Ability to follow detailed policies and procedures while exercising sound judgment
Ability to establish and maintain effective working relationships across departments and with external vendors
Ability to work independently and collaboratively in a high volume, detail oriented environment
Ability to adapt to evolving workflows, systems, and priorities
Ability to learn and effectively use an Integrated Library System (ILS) and related financial systems

Preferred Qualifications

The preferred candidate will possess experience with any of the following:
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 (e.g., 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
Demonstrated experience working in a library or information based institution, with knowledge of library principles, policies, and workflows
Strong attention to detail, accuracy, and quality control
Experience creating, editing, and maintaining written procedures, documentation, or guidelines
Effective written and verbal communication skills, with the ability to collaborate with colleagues, vendors, and campus partners
Ability to adapt and work effectively in a changing or fast paced environment
Proficiency with Microsoft 365 applications
Experience using Excel for data tracking, reconciliation, reporting, or analysis
Experience monitoring, maintaining, or reconciling budgets or financial records
We want to emphasize that the preferred qualifications are not required and that we are committed to helping our future colleague develop these preferred skills.

Required License/Registration/Certifications

Job Duties

• Receive, verify, and process purchased and gift library materials, ensuring accuracy of item condition, identity, and pricing. 
• Pay invoices for library materials in the Integrated Library System (ILS) and submit vouchers in a timely manner to Accounts Payable for processing and resolve billing discrepancies or late invoices as needed. 
• Work with the UNT Libraries Office of Finance and Administration to reconcile library funds, including purchasing card reconciliation, and prepare monthly expenditure reports. 
• Coordinate with internal departments and external vendors to resolve issues related to receipt and payment of materials. 
• Manage vendor interactions, including maintaining vendor records, coordinating new vendor setup, and working 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. 

Physical Requirements

Communicating with others to exchange information.
Lifting and Moving objects up to 50 pounds.
Moving about to accomplish tasks or moving from one worksite to another.
Moving self in various positions to perform tasks in tight and confined spaces.
Repeating motions that may include the wrists, hands and/or fingers.
Sedentary work that primarily involves sitting/standing.

Environmental Hazards

No adverse environmental conditions expected.

Work Schedule

Monday-Friday 8:00am-5:00pm

Driving University Vehicle

No

Security Sensitive

This is a Security Sensitive Position.

Special Instructions

Applicants must submit a minimum of two professional references as part of their application. If needed, additional references can be added after the application has been submitted. Applicants must submit a resume, a cover letter explaining their qualifications and interest in the position (including a summary of relevant skills and/or experience), and contact information for three professional references.

Benefits

For information regarding our Benefits, click here.

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; nor permits race, color, national origin, religion, age, disability, veteran status, or sex discrimination and harassment in its admissions processes, and educational programs and activities. UNT System Administration promptly investigates complaints of discrimination, harassment, and related retaliation and takes remedial action when appropriate. System Administration also takes actions to prevent retaliation against individuals who oppose any form of harassment or discriminatory practice, file a charge or report, or testify, assist, or participate in a related investigation or proceeding.