ALBANY COUNTY PUBLIC LIBRARY
ACQUISITIONS CLERK
JOB DESCRIPTION
GENERAL STATEMENT OF DUTIES: The Acquisitions Clerk has primary responsibility for managing all purchases for the library. The Acquisitions Clerk reports to the Technical Services and Systems Librarian.
DISTINGUISHING FEATURE OF THE JOB: Responsible for ordering, receiving, and maintaining inventory of materials, supplies, and equipment, and ensuring prompt payment for them. Receives new periodicals. Works within the Wyoming Libraries Database (WYLD), a union catalog for libraries in the state of Wyoming.
EXAMPLES OF SPECIFIC DUTIES:
- Selects the most suitable vendors; works with vendors to solve problems.
- Orders materials, supplies and equipment promptly.
- Works with Central Acquisitions to create orders, vendors, and funds in the WYLD database.
- Receives items in the WYLD database.
- Works with Central Acquistions to ensure payment for materials, and proper crediting of payment in the WYLD database.
- Signs for and unpacks deliveries, verifying packing slips and invoices against contents, and preparing invoices for bookkeepers.
- Maintains and processes standing orders.
- Checks in, processes, and distributes new periodicals.
- Handles replacements, returns, credit memos, cancellations, claims, and back orders.
- Supervises supply inventory, records purchases, and helps prepares supply portion of budget
- Works with staff to establish ordering schedules.
- Provides equipment inventory information to the administrative assistant.
- Performs basic cataloging.
- Maintains current skills in areas of work, including staying current in WYLD skills checklists for:
- Trains and supervises other staff and volunteers to provide assistance in acquistitions.
- Other duties as assigned
EXAMPLES OF GENERAL RESPONSIBILITIES
- Knows and follows library policy and procedures and can operate technology/software, pointing out problem areas and suggesting improvements.
- Knows and follows safety procedures, pointing out problems and keeping equipment in satisfactory condition.
- Keeps informed on library issues: attends staff meetings, reads and initials the log, keeps up with e-mail.
- Keeps skills current and growing: attends required trainings, actively seeks opportunities to learn new things.
- Works well with others, including patrons, volunteers, and fellow staff.
- Is flexible, has a good sense of humor about the irritations of daily work life, and respects the feelings and needs of co- workers.
- Understands that change and evolving library procedures are constants in library work.
- Is sensitive to patron privacy and intellectual freedom issues.
- Is committed to public service values: is patient and helpful with all patrons and staff; values patron satisfaction above library rules.
- Is a good office citizen: turns time sheet in on time, keeps work and break area clean, responds to emails and requests promptly, has a positive attitude.
REQUIRED KNOWLEDGE OR BACKGROUND: High school graduate or equivalent. Extremely accurate with keyboarding, numbers and details. Good memory. Experience with computer spread sheets. Able to work effectively with a variety of people. Able to learn a variety of tools. Can lift boxes weighing 20 pounds. Familiar with Windows XP and MS Office, specifically Access and Excel.
ACCEPTABLE EXPERIENCE AND TRAINING: Experienced with computerized accounting systems, specifically QuickBooks, and ordering. Knows a variety of media (i.e. books, magazines, tapes, etc). Successful completion of bookkeeping or accounting classes. Network knowledge, office experience, and experience with Sirsi Unicorn desirable.
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