Receiving Associate

Title: Payment and Receiving Associate

Employee Classification: Library Production Associate

Campus: University of North Texas

Division: UNT-Provost

Sub Division-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

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.

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.

• 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.

• Bachelor's degree and one year of progressively responsible library experience; or any equivalent combination of education, training, and experience.

• 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.

• 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,…