The Acquisitions Assistant creates purchase orders, imports temporary records for on-order materials, manage subscriptions, communicates with library vendors and verifies the accuracy of invoices to ensure efficient movement through proper workflows; performs complex troubleshooting and provides library support tasks to contribute to the Library District’s effective operation.
Functions listed are intended only as illustrations of the various types of work performed. The omission of specific duties does not exclude them from the position if the work is similar, related or a logical assignment to the position. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions of this job.
- Manage/Administer all acquisitions activities to ensure the ordering of material and their efficient movement through the workflow of the Technical Services departments. This is achieved by using the Library’s Integrated Library System (ILS), OCLC, and online tools. Acquisition's activities will include: creating purchase orders using knowledge of the processing requirements of library materials to select the appropriate vendor account; importing of temporary on order records; verifying accuracy of invoices and processing them to show receipt of materials in the ILS.
- Provide regular, courteous, helpful and efficient customer service to both internal (staff) and external (vendor) customers in response to their queries.
- Perform bibliographic searches using online sources such as vendors' databases, OCLC and the district's integrated library system (ILS).
- Use vendor reports and information, maintain the Acquisitions database by making decisions using established guidelines on backordered titles, cancellations, and order claims.
- Represent the Library in communication with vendor representatives to resolve billing and shipment discrepancies.
- Coordinate efforts with Finance department to determine the cause of complex payment issues and resolve them to reconcile expenditures in the Library’s accounting software and Integrated Library Systems (ILS).
- Maintain records of all periodical subscriptions and vendor standing order accounts, and act as liaison with vendor representatives.
Contribute to documentation of acquisition procedures and provide input and feedback on workflow improvements.
Additional Duties and Responsibilities
- Perform specialized duties in support of department services as directed.
- Prepare correspondence and reports.
- Train new staff as needed.
- Attend meetings, trainings, and workshops as assigned.
- Assist with special projects as required.
- Perform other duties as assigned.
The position typically reports to a division manager or assistant manager. Supervision of others is not a normal part of the positions' work.
Knowledge, Skills, and Abilities
- Knowledge of basic accounting skills and ability to manage accounts.
- Knowledge of established practices and procedures for an integrated library system (ILS) and Library District policies and procedures.
- Knowledge of end users' customer experience.
- Strong customer service skills.
- Strong organization and attention to detail.
- Ability to communicate effectively with diverse audiences.
- Ability to work independently and to set priorities.
- Ability to adapt to changing environmental conditions.
- Ability to work cooperatively and maintain effective interpersonal skills with others.
- Ability to operate relevant computer systems including hardware and software, such as Microsoft Word, electronic databases, e-mail, and internet navigation in addition to other office equipment and security systems.
Education and Experience
- The knowledge, skills, and abilities typically are acquired through a combination of training and experience, including a college-level education or specialized training such as in library science or other profession-based subject areas.
- Two years' related professional experience required or equivalent combination of technical training and related experience.
Physical and Environmental Conditions
The physical demands described here are representative of those that must be met by a staff member to perform the essential functions of this job successfully. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the incumbent must operate computers for extended periods of time. Incumbents may be required to move carts of books and other materials as needed, and frequently remain stationary at one workstation for extended periods of time. An incumbent must frequently move objects or other materials weighing up to 35 pounds, including transfer of books and other materials to and from carts or shelves of varying heights. Most of the work is carried out within a generally accessible indoor environment.
The following supplemental questions will be asked during the application process:
- Provide two detailed examples of your experience providing direct customer service in a library or public service environment.
- Describe your knowledge of basic accounting skills and ability to manage accounts.
- Provide one example of a time you had to use good organizational skills and pay attention to a lot of details to avoid mistakes. What did you do to stay focused on the task? How did you check your work for accuracy? Be specific.
- One philosophy about standards and policies is that they are to be followed to the letter; another is that they are just guidelines. What is your opinion? How do you see this relating to customer-focused service?
Sno-Isle Libraries is an Equal Opportunity Employer. The above job description is not intended as, nor should it be construed as, exhaustive of all responsibilities, skills, efforts, or working conditions associated with this job. This announcement is intended as a general descriptive recruitment guide and is subject to change. This and all Sno-Isle Libraries positions are subject to transfer.
Sno-Isle Libraries is a large, two-county library district in the beautiful north Puget Sound region of Washington State. District boundaries stretch from rugged timberlands to suburban centers, from rolling farmlands to the ocean vistas. Set in the fastest-growing corner of the state, Sno-Isle Libraries serves more than 770,000 residents through 23 community libraries, online services, Library on Wheels, and our website at www.sno-isle.org.
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