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Library Procurement Specialist

2 months ago

Plano, Texas, United States InsideHigherEd Full time

Library Procurement Specialist

SUMMARY:

The Library Procurement Specialist oversees the acquisition process for library collection materials. Key responsibilities include managing order placements and tracking payments within the integrated library system (ILS) and the university's enterprise resource procurement (ERP) system. This role ensures timely processing of invoices, addresses discrepancies, reconciles purchasing card transactions, and confirms receipt of ordered materials. Collaboration with colleagues in the Budget, Acquisitions, and Discovery divisions is essential to enhance operational efficiency and meet library user needs.

RESPONSIBILITIES:

Procurement Management

  • Initiates batch or individual orders for materials through the library's vendor online systems (e.g., GOBI, EBSCO) or directly from publishers when necessary.
  • Imports bibliographic records for ordered materials from vendor sources or OCLC.
  • Identifies suitable third-party vendors when standard sources are unavailable.
  • Generates purchase orders within the ILS.
  • Updates the status of monographic and audiovisual material purchases in the ILS.
  • Administers new serial subscriptions, standing orders, and memberships.
  • Processes invoices for payment, ensuring accuracy in charges and totals, entering payment details into the ILS, and providing necessary budget information to the accounting office.
  • Reconciles purchasing card transactions through the online system.
  • Maintains communication regarding ordering processes with vendors, publishers, academic departments, and library staff.
  • Keeps records of receipts and payments for library materials for a minimum of five years.
  • Reviews open orders quarterly and follows up with suppliers.
  • Identifies inefficiencies and areas for workflow improvement.

Inventory Oversight

  • Conducts pre-order assessments on monographic materials selected by liaison librarians to prevent duplication.
  • Confirms format preferences for selected materials.
  • Identifies unreceived materials and submits claims accordingly.

Support for Electronic Resources

  • Collects and analyzes vendor-supplied usage reports annually and on-demand.
  • Integrates vendor-supplied usage reports into the library's electronic resource management system (ERMS) or ILS.

Collaborative Responsibilities

  • Works with the Head of Library Systems and Metadata Services to assist with metadata and transcription initiatives.
  • Supports the Assistant Head of Access Services with binding and preservation projects.
  • Performs additional acquisitions duties as assigned.

QUALIFICATIONS:

  • Proficient in Microsoft Office Suite.
  • Comprehensive understanding of the Acquisition module of an Integrated Library System.
  • Strong familiarity with integrated enterprise resource management systems.
  • Adept at interpreting and applying policies, procedures, and practices.
  • Competent in basic arithmetic operations and measurements.
  • Ability to manage multiple priorities, make independent decisions, and resolve issues effectively.
  • Detail-oriented with a strong commitment to accuracy.
  • Capable of interpreting a variety of instructions in different formats.
  • Skilled in problem-solving and handling various concrete variables.
  • Excellent analytical and communication skills.
  • Ability to work collaboratively and independently.
  • Experience managing multiple projects with varying deadlines.

EDUCATION & EXPERIENCE:

A Bachelor's or Associate's degree with coursework in Business and/or Accounting or an equivalent combination of education and experience is required. A minimum of two years of experience in library acquisitions or comparable university procurement is preferred.

WORK HOURS:

  • This is a full-time, non-exempt position.
  • Standard working hours are Monday to Friday, 8:30 a.m. to 5:00 p.m.; totaling 38.75 hours per week.

SALARY STRUCTURE:

The position falls under Pay Grade 4, with a hiring range of $18.18 to $22.72 per hour.

ABOUT THE UNIVERSITY:

The University is dedicated to fostering a diverse faculty, staff, and student body, promoting an inclusive campus community that values diverse perspectives and experiences. Our mission is to facilitate positive change within the community and beyond.