Library Procurement Specialist

2 weeks ago

Plano, Texas, United States InsideHigherEd Full time

Library Procurement Specialist

SUMMARY:

The Library Procurement Specialist oversees the acquisition process for library materials. This role primarily involves managing orders and payments through the integrated library system (ILS) and the university's enterprise resource procurement (ERP) system. Key responsibilities include ensuring timely invoice processing, resolving discrepancies, reconciling purchasing card transactions, and receiving ordered materials. Collaboration with colleagues in the Budget, Acquisitions, and Discovery divisions is essential to enhance operational efficiency and responsiveness to library users' needs.

RESPONSIBILITIES:

Procurement Management

  • Processes batch or individual orders for materials using the library's vendor systems or directly from publishers as necessary.
  • Loads bibliographic records for ordered materials from vendors or imports them from OCLC.
  • Identifies suitable third-party vendors when standard sources are unavailable.
  • Generates purchase orders within the ILS.
  • Updates the status of purchased monographic and audiovisual materials in the ILS.
  • Manages subscriptions for new serials, standing orders, and memberships.
  • Handles invoice processing, including verifying charges, rectifying issues, entering payment data into the ILS, and providing necessary budget information to the accounting office.
  • Reconciles purchasing card transactions using 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 opportunities for workflow improvement.

Inventory Oversight

  • Conducts pre-order evaluations on selected monographic materials 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 as needed.
  • Integrates vendor 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 on metadata and transcription initiatives.
  • Assists with binding and preservation projects as directed by the Assistant Head of Access Services.
  • Performs additional acquisitions tasks 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 and procedures.
  • Mathematical proficiency in basic operations and measurements.
  • Ability to manage multiple priorities and make independent decisions.
  • Detail-oriented with a strong commitment to accuracy.
  • Capable of interpreting various forms of instructions.
  • Effective problem-solving skills in diverse situations.
  • Excellent analytical and communication abilities.
  • Strong organizational skills and ability to work independently.
  • Experience managing multiple projects with varying deadlines.

EDUCATION & EXPERIENCE:

A Bachelor's or Associate's degree with coursework in Business or Accounting, or an equivalent combination of education and experience is required. A minimum of two years of experience in library acquisitions or a related university procurement role 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:

Position classified under Pay Grade 4 with a hiring range of $18.18 to $22.72 per hour.

ABOUT THE ORGANIZATION:

The organization is dedicated to fostering a diverse faculty, staff, and student body, and to creating an inclusive campus environment that values diverse perspectives. The academic community actively encourages candidates from various backgrounds and those who support diversity.

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