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Acquisitions Associate, Invoicing and Ledgers

Date: February 1, 2016
Reports to (Job Title): Acquisitions Manager
Jobs Reporting (Job Titles): None
Department: Library


Main Campus (Dana Porter Library)


35 hr/wk

Primary Purpose

The Acquisitions Associate, Invoicing and Ledgers ensures that the tasks and processes related to the timely and accurate payment of invoices against the Library’s Acquisitions budget. In addition to this, the incumbent supports the Acquisitions Manager in the maintenance of the Acquisition Budget through the input of financial transactions, such as ledger transfers.

Key Accountabilities:


As a member of the Collection Development Department, the Acquisitions Associate, Invoicing and Ledgers acts as an effective, collaborative, supportive team member by:

  • Working closely with members of the Department and Finance
  • Communicating effectively with publishers/vendors to enhance relationships, e.g. investigating issues related to payments not received or that contained errors
  • Recommending opportunities for improvements to workflows, as appropriate
  • Participating in Departmental reviews, as appropriate
  • Participating in library-wide projects as required by areas of responsibility, and interest
  • Actively participating in the committees as required by areas of responsibility


As the position accountable for the payment of invoices against the Library’s Acquisitions budget, and the support of its maintenance, the incumbent:

  • Is responsible for the recording, verification, prioritisation, and payment of invoices
  • Is responsible for calculating subscription price increases and communicating these to the Acquisitions Manager as appropriate
  • Is responsible for managing the invoice record lifecycle, ensuring that University retention policies and schedules are followed
  • Inputs funds transfers and other ledger maintenance transactions, under the direction of the Acquisitions Manager
  • Is responsible for maintaining ILS vendor records
  • Maintains knowledge of FTP/EDI systems needed for transferring payment data to Finance
  • Participates in upgrades and testing for new Acquisitions systems


Proactively reviews workflows and processes related to the management of the invoicing lifecycle and budget maintenance support by:

  • Staying up to date on University record retention and Finance policies


As a vendor contact, maintains strong vendor relationships by:

  • Providing vendors with payment status updates as appropriate
  • Providing vendors with up to date payment details and information.


As the primary invoicing and budget maintenance incumbent:

  • Actively reviews and documents invoicing and budget maintenance workflows
  • Processes cheques received by the Collection Development Department
  • Maintains awareness of University Finance policy updates and changes and communicates these as appropriate
  • Maintains up-to-date documentation of relevant policies, workflows, and standards
  • Provides cross training to support the provision of critical back-up functions
  • Participating in Acquisitions-related systems testing as required

Position Requirements


Bachelor’s degree or equivalent in education/experience.




MS Word Excel PowerPoint Other
Intermediate Intermediate Beginner Acquisitions Module (advanced), FORE (intermediate); SharePoint (beginner)

Nature and Scope

Interpersonal Skills:

Internally, communicates with Library staff and Finance contacts to present/describe/analyze information and to obtain decision/action on issues. Externally, communicates with vendors to present/describe information, and obtain action on issues.

Level of Responsibility:

Responsible for ensuring the timely and effective management of payment processes, including the day-to-day payment of invoices, and creation of related support documentation. Responsible and accountable for the accuracy and efficacy of payment and budget maintenance processes.

Decision-Making Authority:

Responsible for identifying aspects of the payment process for review. Works with Acquisitions Manager and others to solve more complex problems. Authorised to pay invoices up to $5,000.

Physical and Sensory Demands:

Minimal physical requirements. Exposure to conditions typical of a clerical position in a fast-paced office environment.

Working Environment:

Exposure to conditions associated with a high volume of work and data entry/processing, which requires a high degree of accuracy.