Acquisitions Accounting Specialist

Department: VCU Libraries

Reporting to the Acquisitions & Licensing Librarian, and working closely with colleagues on the Acquisitions Team of the Resource Acquisition & Metadata Services department, the Acquisitions Accounting Specialist will ensure the integrity of the accounting, financial reporting, procurement, payments and financial compliance for the research collections of the VCU Libraries across all library and university enterprise systems, including Alma, Realsource, Banner, and Bank of America Works.

Following ARMICS protocols, this position will prepare, process, reconcile, and maintain accurate and complete records of all financial contacts and transactions, including vendor records, purchases, subscriptions, invoices, payments, and cancellations. This position will be the primary requisitioner and receiver in the university procurement system, processing over 250 requisitions and 400 receipts in Realsource per year across 6 Banner indexes. This position will be the primary accountant of invoices in the libraries' management system, Alma, processing over 2,300 invoices and 29,000 expenditure transactions per year across 133 funds.

The Acquisition Accounting Specialist will prepare and interpret reports from these systems, apply problem solving skills, and articulate a number of optional approaches recommending a course of action to resolve problems proactively to ensure accurate expenditure of budgets.

VCU Libraries supports learning, research, and creativity across Virginia Commonwealth University. With locations at James Branch Cabell Library on the Monroe Park Campus and the Health Sciences Library on the MCV Campus, we help students, faculty, and staff access the information, spaces, and services they need to succeed. Our team values collaboration, innovation, and service, creating an environment where ideas thrive and learning flourishes.

• Oversee the department's invoice payment lifecycle in Alma, Realsource, Banner, Bank of America Works, and various external vendor payment systems.
• Critically review for accuracy, approve, and close out invoices of the ordered materials for the library collections in the Alma library management system.
• Troubleshoot errors in data and data imports, such as EDI data.
• Record all orders and receipts for library collections, including declining balance purchase orders, using Realsource and various vendor systems and websites.
• Facilitate vendor registration in eVA and Realsource.
• Critically review for accuracy, approve, and reconcile corporate card transactions for collections expenditures in Bank of America Works.
• Respond to vendor and colleague queries regarding invoice payment status and assist with resolution of accounting issues.
• Reconcile all fiscal transactions across university and vendor systems against the departmental indexes of the Banner finance system.
• Perform journal vouchers for accurate distribution of expenses.
• Administer and reconcile transactions against vendor deposit accounts.
• Collaborate frequently with departmental colleagues to resolve problems and answer questions from vendors, library, and university stakeholders.
• Collaborate closely with colleagues in the Finance and Administration departments of the university to ensure exceptional stewardship and access to library collections.
• Interpret and comply with all library and university procurement and accounting policies, ARMICS, and maintain all relevant certifications and training in good standing.
• Support the mission and goals of the Libraries by serving on committees, task forces, or project teams.
• Perform other related duties as assigned.

• Excellent attention to detail and ability to accurately execute financial transactions and review data.
• Demonstrated ability to independently problem solve using sound judgement and professional discretion.
• Ability to assemble and analyze data to prepare reports and suggest potential solutions to the financial issues being analyzed.
• Working knowledge of Microsoft Office Suite (includes Word, Excel, PowerPoint), with intermediate to advanced knowledge of Microsoft Excel and Google Suite applications.
• Demonstrated ability to work collaboratively and cooperatively in a large complex organization with the ability to work both independently and as a contributing member of a team.
• Ability to function well and be flexible in a complex, fast paced, multitask work environment that regularly includes a variety of projects with multiple deadlines.
• Excellent written and verbal communication skills; ability to effectively communicate with a wide range of individuals at varying administrative levels within the university.
• Demonstrated ability to communicate with courtesy, respect, and civility and maintain a collegial and productive work environment in adherence with the VCU Code of Conduct.
• Demonstrated experience working in and fostering an environment of respect, professionalism and civility with a population of faculty,…