Library Support Specialist

Waubonsee Community College•Sugar Grove, IL

7d•$22 - $27•Hybrid

About The Position

Join our dynamic team at Waubonsee Community College, where your career can flourish. We are committed to being an exceptional employer, offering a comprehensive benefits package with generous time off, low-cost medical, dental, and vision plans, and a secure pension plan through SURS. You'll also enjoy 14 paid holidays, including winter and Thanksgiving breaks. Be part of a transformative institution, dedicated to making a positive impact in our community and the lives of our students. Your future starts here – join us today! Waubonsee Community College is committed to hiring and retaining exceptional faculty and staff who are committed to the college’s culture of collaboration, professional growth and student success. Reporting to the Student Technology and Library Services Manager, the Library Support Specialist assists with budgetary, purchasing, and operational functions for the campus libraries. This position supports the effective coordination of budget tracking, purchasing activities, record management, and departmental operations in accordance with college policies and procedures, under the direction of the Director of Library Services and the Student Technology and Library Services Manager.

Requirements

High School Diploma required.
Three years of experience in an office, administrative, or related environment required.
Experience with purchasing and budget processes required.
Strong organizational and time management skills required.
Experience with personal computing, Microsoft Office Suite (Word, Excel, Outlook, Teams) required.
Ability to work independently and establish cohesive working relationships required.
Excellent customer service and interpersonal skills required.
Strong written and verbal communication skills, including the ability to communicate effectively via email, in person, and on the telephone, are required.
Understanding of and commitment to the community college library’s role in serving students and the broader community.

Nice To Haves

Experience in an academic or library setting preferred.
Experience with Banner Finance preferred.
Familiarity with integrated library systems preferred.

Responsibilities

Support ongoing monitoring of the libraries' annual budget by tracking expenditures across multiple accounts, maintaining accurate financial records, and preparing summaries and reports for review and decision-making by budget managers. Flag discrepancies or concerns to supervisors as needed.
Initiate and process requisitions for library books, materials, supplies, subscriptions, and services; maintain purchasing records and monitor activities to ensure timely payment and completion of purchases.
Prepare and process invoices and budget transfers, reconcile monthly departmental credit card statements, and assist with fiscal year-end reconciliation of all departmental expenditures.
Assist in coordinating with external vendors to obtain quotes, licensing agreements, necessary documents, and help resolve billing or shipment discrepancies.
Organize and maintain records of active library contracts, subscriptions, agreements, and renewals; monitor expiration dates to support timely renewals, payments, and uninterrupted access to resources.
Provide support for departmental operations, including managing calendars, coordinating meetings, arranging travel, and submitting service requests.
Help coordinate internal and external departmental correspondence, documentation, reports, and operational updates; assist in compiling and organizing data to support the creation of statistical and evaluative reports that demonstrate library impact and inform planning and assessment.
Maintain organizational and tracking systems to monitor purchases, renewals, budget activity, and administrative tasks to help ensure accuracy, timeliness, and operational efficiency.
Contribute to a collaborative and service-oriented culture through professional development, training, and participation in college-wide initiatives.
Participate in cross-training and provide support for front-facing library services as needed, serving as a backup during peak times or staff absences to ensure consistent library operations.
Perform additional duties as assigned by the Student Technology and Library Services Manager or the Director of Library Services.