Job Description
Purpose: The Collection Acquisition Assistant is responsible for ordering all library collection materials. Position duties include assisting in the selection of some library materials; tracking the materials budget; selecting vendors that ensure the best discounts, delivery time and return policies; and managing materials with missing parts. Cross-departmental collaboration is required to efficiently deliver a premium experience to internal and external customers.
Essential Duties and Accountabilities:
70% Collection Acquisition and Maintenance:
- Uses the library’s Integrated Library Acquisitions System (ILS), vendor websites and software interface systems to submit orders for library materials. Imports full bibliographic records from OCLC as needed.
- Selects the best vendor source to place electronic orders for various types of library materials. Uses the vendor history and information for discount percentage, fill rate, services and return policies.
- Uses the customer online request form to select A/V materials for purchase. Uses judgment in directing the requests in accordance with DCL guidelines. Directs requests to Lending Services or Collection Development Librarians for assistance, as needed.
- Process standing orders for print materials.
- Monitors the library’s collection budgets to ensure purchases are within planned spending.
- Using ILS reports, performs maintenance of acquisitions records for materials not received in a timely manner.
- Supports annual magazine renewal process and manages day-to-day subscription issues.
- Uses ILS to change item statuses, delete items and run reports to support Collection Services and Collection Development Librarians in maintaining a high performing and well-curated collection across 7 locations.
- Manages the District missing parts process; handles all items that are missing their case or items in order to combine them and return to branches for circulation. Applies to all physical library material formats.
- Learns new technology that is introduced in the industry and the organization, as needed.
- Supports Collection Services department with a deep understanding of ordering, receiving and their inter-dependence.
20% Special Projects:
- With guidance from the Collection Acquisition team, remotely discards damaged and underperforming materials.
- Annually initiates the Demand Driven Acquisitions process, coordinating between Collection Development and IT to execute.
- Annually completes the ILS budget rollover process, including necessary database cleanup to close out current year’s budgets and open the following year’s.
10% Administrative Responsibilities:
- Stays current on DCL emails, meetings, trainings, processes, procedures and technologies required to perform work duties.
Performs other related duties as assigned.
One DCL Commitment: It is an expectation of each employee that you will exemplify Douglas County Libraries Brand, Culture and Values of welcoming to all, continual growth and authentic relationships.
Required:
- High school degree or equivalent
- Two years of purchasing, acquisitions, or technical services experience
- Fluency in MS Office, integrated library systems, and other industry related software
Preferred:
- Associate’s degree or Bachelor’s degree
A combination of experience and education will be considered.
Physical Requirements: Must have the physical ability, stamina, mobility and manual dexterity to support a 7-day a week operation. Work at computer stations for extended periods. Participate in meetings and events at various locations and at varied times throughout the day. Ability to read as small as 8pt font.
Benefits & Additional Compensation Info
Benefits:
Douglas County Libraries (DCL) is a Colorado PERA Member Employer, so you will be enrolled in Colorado PERA. For details on member benefits go to www.copera.org Elective DCL benefits include:
- Health Care Plans: medical, dental & vision
- Voluntary Plans: Accident, Critical Illness, Short Term, and Long Term Insurance
- Life and Accidental Death & Dismemberment coverage
- 401k & 457 plans (through CO PERA)
- Legal-ID Shield
Additional DCL benefits include:
- Holiday Pay
- Paid Time Off
- Extended Illness time off
- Leaves of Absence for Qualifying Events
*Benefits are subject to change