Financial Assistant 3

Library - Business Office

81194BR

Financial Assistant 3

L34 - Local 34 (Yale Union Group)

Full time

Regular

Labor Grade C

Click here to see our Wage Ranges

Financial

37.5

Standard (M-F equal number of hours per day)

Central Campus

120 High Street
New Haven, CT 06511

Hybrid

Reporting to the Central Library Business Operations Manager, performs a broad range of tasks related to the financial operations for the Yale University Library, in accordance with Yale University policies and procedures. This position supports all Yale Libraries except for the Lillian Goldman Law Library.

Processes a high volume of invoices for payment through both the integrated library system (ILS) and the University financial system (Workday) for the Yale University Library. Responsible for the accuracy of information in both systems and verification that funding is available for all invoices paid. Works with librarians, acquisitions/ordering staff, and other library business office staff to assign alternate funding when adequate balances are not available. Searches for established records/and preset financial info when required information is not provided on invoices. May search by title or by bibliographic number in the integrated library system (ILS) for acquisition invoices. May also search by supplier name, or invoice number, or validate charging instructions in the University financial system. Reviews and processes invoices from the Workday invoice approval inbox, ensuring accurate charging instructions and staff approval are entered, preparing the line items for further approval. Processes credits and resolves problems in relation to invoice payment in both the ILS and Workday systems.

1. Reviews monthly vendor statements, reconciling transactions with activity in ILS and Workday. Identifies and communicates problems concerning overdue or missing invoices/credits with appropriate Library staff, Yale Shared Services, and/or the suppliers to advance problem resolution, using both conventional and electronic methods. Tracks and reconciles other databases as needed. 2. Reviews the daily invoice transfer reports which indicate daily submission from ILS to Workday. Responsible for researching, correcting and resubmitting any problem invoices. 3. Prepares and completes Workday expense reports for Library collections purchases made with institutional purchasing cards, following documented University Library procedures. May also prepare departmental expense reports and supplier invoice requests as needed. 4. Prepares daily deposits for the Library, following University policy and procedures, and Library financial hierarchy information for appropriate credit designation. 5. Processes and coordinates all Library supplier set up and change transactions, ensuring accuracy of supplier records in both Workday and the ILS systems. This includes all problem resolution between the supplier and the Yale vendor compliance unit as appropriate. 6. Provides a high level of customer service in providing information to acquisitions/ordering staff, student workers and external contacts on financial activities and records, financial or administrative policies and procedures of the Yale University Library. 7. Responsible for the Library Asset Management database. 8. Requisitions supplies through Workday for Library Business Office, and other departments as needed. 9. Provides back-up in above tasks for financial assistant teammates. 10. Performs other clerical functions such as opening mail, copying, filing, and faxing, and other duties as assigned.

1. Analyzes and reconciles financial statements. Prepares standardized and specialized financial reports. Researches, identifies, and corrects errors through accounting transfers. 2. Serves as a source of information to staff, faculty, students and external contacts on financial policies and procedures and departmental activity. Establishes and maintains financial records and files ensuring accuracy and completeness. Monitors and may approve account expenditures. 3. May oversee and instruct support staff. May requisition supplies and equipment. May record and post data. Performs clerical functions incidental to financial activities.

Four years of related work experience, two of them in the same job family at the next lower level, and a high school level education; or two years of related work experience and an Associate's degree; or an equivalent combination of experience and education.

Demonstrated ability to work as an effective, productive, and respectful member of a team. Ability to communicate tactfully and effectively in person and by telephone, email, and videoconference with a diverse population of coworkers and outside entities.

Demonstrated ability of high level of proficiency in keyboarding skills, entering data accurately. Ability to accurately perform basic mathematical calculations including addition, subtraction, multiplication, division, and calculating percentages, to be used while problem-solving.

Ability to organize and prioritize own work. Ability to meet deadlines within a busy environment that may present conflicting priorities. Ability to understand complicated written instructions.

Demonstrated ability with personal computer operating systems such as Windows. Demonstrated ability and basic proficiency with productivity software such as Microsoft Word, Microsoft Excel and Microsoft Outlook.

References must indicate a positive attitude, reliable attendance and punctuality, accuracy and attention to detail, and diligent performance.

1. Experience with Workday financial systems. 2. Experience with Voyager or a similar integrated library system. 3. Experience with online library systems and vendor interfaces.

No

No

All candidates for employment will be subject to pre-employment background screening for this position, which may include motor vehicle, DOT certification, drug testing and credit checks based on the position description and job requirements. All offers are contingent upon the successful completion of the background check. For additional information on the background check requirements and process visit "Learn about background checks" under the Applicant Support Resources section of Careers on the It's Your Yale website.

Thank you for your interest in employment at Yale University. Please also note that the university has a COVID-19 vaccination and booster requirement for all students, staff & faculty which is described in the COVID-19 Vaccine Program. As you search our open positions, you will see that all postings list their on-site addresses which gives more detail on the on-campus work location of the role.

The intent of this job description is to provide a representative summary of the essential functions that will be required of the position and should not be construed as a declaration of specific duties and responsibilities of the particular position. Employees will be assigned specific job-related duties through their hiring departments.

University policy is committed to affirmative action under law in employment of women, minority group members, individuals with disabilities, and protected veterans. Additionally, in accordance with Yale’s Policy Against Discrimination and Harassment, and as delineated by federal and Connecticut law, Yale does not discriminate in admissions, educational programs, or employment against any individual on account of that individual’s sex, sexual orientation, gender identity or expression, race, color, national or ethnic origin, religion, age, disability, status as a special disabled veteran, veteran of the Vietnam era or other covered veteran.

Inquiries concerning Yale’s Policy Against Discrimination and Harassment may be referred to the Office of Institutional Equity and Accessibility (OIEA).

W.L. Harkness Hall, 3rd Floor, Room 303
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203-432-0849
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