Access Services Paraprofessional II

The purpose of the Acquisitions Paraprofessional is to manage all library purchases including library information resource, maintain library budget information, collect and maintain accurate library financial records and statistics, and provide general library business clerical support. This position works collaboratively with library cataloging staff.

Responsibilities

1. Receives requests for library materials and performs pre-order research and verification of bibliographic data in electronic sources such as local on-line catalog, OCLC, and the Internet; identifies vendors and locates university vendor codes in Colleague, as well as confirming availability of materials.
2. Enters orders in the library’s on-line catalog and acquisition system. Identifies funds for payment and notifies supervisor of funds status.
3. Monitors open orders. Communicates with internal (faculty and staff) and external (vendors) to clarify status of requests, orders, and payments.
4. Receives materials, updates on-line file and enters invoices in on-line system. Sorts and distributes materials for cataloging and processing.
5. Matches invoices to payment vouchers, exports invoice data to Colleague according to established procedures and sends invoices to Accounts Payable for payment.
6. Confirms that invoices were paid properly in Colleague; confirms receipt of material for advance payments to vendors and confirms receipt of materials for prepayments to specialized distributors.

7. Resolves problems and answers questions from requesters, vendors, and other library staff. Returns incorrect materials, tracks payments, and maintains appropriate support files such as vendor catalogs, correspondence and addresses.
8. Enters rush orders on demand, verifies status of orders and invoices. Merges duplicate records for coworkers.
9. Advises collection development staff, librarians, and faculty about availability of new materials. Sorts and distributes publishers’ and vendors’ catalogs and notices.
10. Helps select new materials and provides overview of purchases to promote a balanced and timely collection.
11. Monitors and maintains Library budget information.
12. Processes library cash deposits.
13. Monitors and maintains Library office supplies.
14. Records and maintains accurate statistics on area activities and produces relevant reports.
15. Additional duties and responsibilities as assigned.

REQUIRED QUALIFICATIONS
A vocational technical or A.S. degree in Business Administration or the equivalent is required.

PREFERRED QUALIFICATIONS
A B.S. Degree in Business Administration or the equivalent with experience with library services and technology is desired.

KNOWLEDGE, SKILLS, ABILITIES, AND PERSONAL CHARACTERISTICS
1. Able to perform duties independently with general supervision.
2. Basic math skills (addition, subtraction, multiplication, and division).
3. Knowledge of basic accounting practices and skills.
4. Computer skills; data entry and spreadsheet software capabilities.
5. Strong attention to detail; ability to organize work and perform duties with a high level of accuracy.
6. Strong interpersonal skills; including oral and written communication skills, listening skills, team building, and presentation skills.
7. Demonstrate integrity and professionalism in appearance and demeanor.
8. Ability to share and impart knowledge and reasoning to others especially during controversial encounters.
9. Ability to develop and manage budgets.

PHYSICAL DEMANDS
1. Nature of work requires an ability to operate standard business office equipment and competency and proficiency with Microsoft Office Suite.
2. Requires ability to communicate and exchange information, collect, compile, and prepare work documents, set-up and maintain work files.
3. Must be able to lift up to 25 lbs. Shelving library materials on high and low shelves, managing boxes of materials, kneeling, stooping, reaching, and transporting book carts with library resources is required.

WORKING CONDITIONS
1. Work performed in a general office and library environment.
2. May require availability for overtime and weekend hours as required.