Library Acquisitions Assistant

This position serves as the primary source for library orders and administrative tasks that support library purchases. Responsibilities include, ordering books, databases and some technology, in addition to placing rush orders on demand, handling replacements, order issues and returns. Acquisition functions range from working with vendors for invoicing and maintaining fund accounts to completing the monthly credit card expense form for items purchased and performing end of fiscal year reconciliation within the Integrated Library System (ILS).

Orders office and processing supplies, maintenance supplies, and copier paper for the various departments. Handles invoices ranging from programs to databases. Identifies vendors and confirms availability of materials. Monitors open orders and verifies status of requests, orders, invoices, and payments. Reconciles orders/invoices and sorts and distributes material appropriately. Collects data for statistical analysis and preparation for fiscal year budget input. Performs end of fiscal year paper file changeover by June 30.

Performs end of fiscal year reconciliation within the ILS by June 30. Creates new fiscal year files for July
1. Annotates and prioritizes orders with special handling instructions such as hold requests for catalogers.

Receives general supervision from the designated supervisor.

Ability to think independently and work effectively with limited supervision. Ability to effectively communicate both orally and in writing. Ability to prioritize assigned duties that require the coordination of steps/procedures. Ability to use various technologies.

• Graduation from high school or GED
• Familiarity with ClearGOV, MUNIS/Tyler Technologies municipal accounting software, or equivalent software is a plus
• 2-year degree in relevant coursework is preferred

Not applicable.

The above is illustrative of tasks and responsibilities. It is not intended to be all-inclusive of any task or responsibilities.

NMEA Grade 10