Job Title: Library Specialist III - Acquisitions
Classification: C3
Department: University Libraries
Updated: January 2019

Job Summary

Primarily responsible for the order, receipt, payment of new print and other resources acquired for the University Libraries’ Collection. This position focuses on standing orders and direct orders (orders not supplied by our major book vendors). Responsibilities will also include assisting the Acquisitions Manager in all other activities within the department.

• Primarily responsible for management of the standing order collection regarding items not received, lapsed subscriptions, and delivery or payment disputes.
• Manages the electronic flow of critical information between vendors and the library in the process of ordering materials, creating purchasing orders, and the processing of invoices.
• Communicates with vendors and publishers to acquire items ordered but not received by the University Libraries.
• Resolves acquisition and processing problems and investigates and resolves payment discrepancies.
• Creates and approves invoices in the library management system and prepares them for payment through University Accounting.
• Assists with ordering and receiving over two million dollars of monographs, serials, standing orders and electronic media, such as compact disks, DVDs and electronic books.
• Works with the Head of Collection Development, to maintain lists of standing orders and payment information.
• Works in conjunction with the course support department to order all requests, typically rush orders.
• Other duties as assigned.

Non-Essential Functions

• Opening and processing items received for the University Libraries.
• Responsible for assisting in the batch processing of electronic resources.
• Assists with cataloging of library resources received in various formats and updates holdings for multiple library locations.
• Responds quickly to acquisition and standing order issues reported by faculty and staff by ascertaining relevant information and taking appropriate action.
• Assists in the supervision of student employees and the coordination of their work.
• May assist User Experience team by staffing the service point a few hours per week.
• Assist with energy issues by monitoring and reducing the use of lights, power and water as appropriate.
• Inform and explain to students and staff the energy compliance measures including light dimming and under floor air distribution systems.

Required Qualifications

• High school graduate or equivalent.
• Minimum of three years of relevant work experience.
• General knowledge of accounting practices, receiving invoices, and processing payment information.
• Ability to work under pressure and meet deadlines.
• Ability to maintain positive interpersonal relationships.
• Ability to operate office equipment.
• Ability to provide quality customer service.
• Ability to maintain satisfactory work performance and attendance records.
• Possess strong verbal and written communication skills.
• Typing and spelling competency.
• Experience with data entry and computerized purchasing system.
• Experience with various computer software applications.
• Data entry experience.

Preferred Qualifications:

• Some college course work.
• Library acquisitions experience.
• Familiarity and experience with an integrated library system (Innovative preferred).
• Supervisory experience with cataloging standards and best practices.

Supervision Received

Receives general instruction from a designated supervisor but is generally expected to work independently.

Supervision Exercised

Hire, train, supervise, schedule and coordinate the work of student employees and may act as lead worker to other COT staff members within the department/unit/division. 

Physical Demands

• To perform this job successfully, an individual must be able to perform each essential function satisfactorily. Must have the physical stamina to work long hours and/or more than 5 days per week. The requirements listed are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
• The information contained in this job description is for compliance with the Americans with Disabilities Act (A.D.A) and is not an exhaustive list of the duties performed for this position. Additional duties are performed by the individuals currently holding this position and additional duties may be assigned.

Standard hours for this position: 20-hour work week; days, start, and end times to be agreed upon with supervisor.

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