Acquisitions Specialist

WESTERN NEW ENGLAND UNIVERSITY•Springfield, MA

1d•$20 - $20

About The Position

PURPOSE OF THIS POSITION: The Acquisitions Specialist (AS) is responsible for the accurate and timely purchase and receipt of Library materials and equipment and the maintenance and monitoring of the Library budget information. The AS serves as the primary contact for various vendor representatives. Additionally, the AS provides a variety of administrative support duties including preparing confidential material, scheduling meetings, maintaining records and files, and other similar duties.

Requirements

Strong analytical and problem-solving skills, particularly regarding accounting matters.
Strong communication and interpersonal skills.
Must be flexible and able to prioritize.
Ability to handle confidential information, i.e., budget and personnel information.
Knowledge of accounting/ bookkeeping procedures is preferred.
Experience with automated Library systems is preferred.
Requires full range of normal body motion to include standing, walking, and sitting, bending, stooping, squatting, reaching, balancing and keyboarding.
Corrected vision and hearing to normal ranges.
The ability to reason and speak intelligibly, and to handle heavy public contact in person, by telephone, and online.
Occasionally lifts up to 30 pounds, carries up to 30 pounds, and pushes book trucks weighing up to 75 pounds.
Hand dexterity to type, use computer keyboard, open boxes of various sizes, file microfiche into paper sleeves and in cabinet drawers, and shelve material of various sizes.

Nice To Haves

Some college preferred.
Prior Library experience preferred.
Prior accounting/bookkeeping experience preferred.

Responsibilities

Maintains Library budget information in III Acquisitions module; reconciles Library budget with University system on a monthly basis; researches any discrepancies and notifies the Associate Director if unable to resolve.
Orders new acquisitions and all Library supplies.
Maintains Library serials and database subscriptions.
Makes budget transfers in University system; adjusts budget lines in III Acquisitions module.
Performs Fiscal Year Close in III; enters new budget information
Meets with vendors and assists with negotiating contracts.
Maintains Library Purchasing Card receipts; reconciles with the monthly Credit Card Report.
Participates in budget meetings with the Associate Director and Associate Dean for Library and Information Resources.
Provides administrative support and maintains confidential files for the Associate Dean for Library and Information Resources.
Drafts official Library correspondence for Associate Dean for Library and Information Resources.
Assists in compilation of ABA annual statistics.
Initiates Library work tickets and follows up on outstanding tickets.
Researches problems related to orders, invoices, claims, missing materials, and IP address issues; contacts appropriate vendors for resolution.
Ensures all invoices are inputted in III Acquisitions module; processes invoices for payment either directly through the vendor or by sending to the Procurement Department.
Handles major Library projects, such as those involving complex cancellation issues; follows through with other staff to ensure all necessary steps are completed.
Coordinates retrieval of new faculty scholarship and arranges displays of new scholarship.
Maintains Library service contracts for all Library equipment.
Prepares and tracks purchase orders for Library products and equipment.
Monitors Librarian review process; prepares materials for distribution to Cataloging Department.
Prepares Fund Activity Report.
Compiles statistics related to the order, cancellation, and return of materials.
Maintains the Library's database subscriptions spreadsheet and license agreements; contacts vendors with database access issues; notifies vendor of IP changes.
Acts as Accounts Receivable for the Library. Receives all incoming funds and deposits funds in appropriate Library account.
Prepares material returns.
Assigns work to student employees.
Assists in other areas of the Library as needed.
Creates and designs forms, form letters, and documents for the Library.
Performs other duties as assigned.