Acquisitions Assistant Job New Haven area,Connecticut USA,Administrative/Clerical

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Overview

Investigates and resolves a wide range of problems related to all formats of continuations, purchase order creation, payment, claiming, renewal, cancellation, and payment. Serves as a point of contact with vendors and selectors for the resolution of problems and communication of serial vendor practices.

Prepares incoming print continuations invoices plus e‑resource firm order and subscription invoices. Creates invoices in the library management system (Alma) and loads vendor‑supplied electronic invoice files. Assists with multiple major accounts, maintaining contacts for each invoice and vendor. Communicates with selectors regarding payment concerns.

Reviews continuation invoices for appropriate documentation and approval prior to sending for payment.

Coordinates and maintains follow‑up files to review pending continuation issues such as unreceived subscription invoices and unanswered vendor inquiries.

Assists with annual serial renewal process. Inputs renewal data into vendors’ serials management systems.

Performs scanning tasks, including document scanning, upload, and data entry.

Supports a full range of acquisition processes, including Purchase Order creation and online claiming of missing material. Communicates with the Library Business Office to identify and resolve invoice inconsistencies, update vendor set‑ups, fund expenditure codes, and to resolve invoice approval problems.

Receives issues of periodicals, ensuring accurate and complete holdings information. When titles change, split or combine, brings in new records or creates provisional records. Creates holdings for new records. Assigns predictive patterns to records.

Prepares bibliographic and item records for monographic series and standing orders. Determines appropriate treatments for series and multi‑part materials.

Supports access to electronic content through access checks, invoice reconciliation, and claiming.

May contribute to the development of workflow and procedure documentation.

Required

Skills And Abilities

Demonstrated ability in using a variety of office productivity software, such as Excel or other spreadsheet software. Demonstrated ability to create and update spreadsheets and to work with data efficiently.
Ability to manage multiple tasks and demonstrated strong organizational skills to include overseeing follow‑up functions.
Ability to work effectively and efficiently with colleagues in a team setting, and to establish sound working relationships with people in other units and departments. Excellent analytical ability and problem‑solving skills. Excellent oral and written communication skills.
Ability to work independently and productively, to exercise initiative and judgment in resolving and referring problems and to set priorities.

Preferred

Skills And Abilities

Experience using integrated library systems for technical services operations.
Experience interacting with serials management systems. Familiarity with acquisitions serials policies and practices and online serials management systems.
Demonstrated ability with collaborative work tools such as Microsoft 365.
Experience in identifying and resolving problems associated with vendors, purchase orders, and invoices.
Familiarity with the retrieval of electronic material such as journal articles and ebooks in an academic environment.
Working knowledge of one or more Western European languages.

Principal Responsibilities

Searches and verifies bibliographic data with incomplete information or source material in catalogs, reference sources, files and databases.
May prepare books for sale or assist with disposition of materials.
Prepares order forms for authorized library materials.
Composes and types correspondence and acknowledgements.
Communicates by phone and in writing with vendors and publishers to resolve problems.
May assign vendors and…