Part Time Acquisitions Clerk

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Salary: $10.27
Grade: 10
Reports to: Acquisitions Manager
Posted through: 12/2/2013

General Summary:

Under direct supervision of the Acquisitions Manager, is responsible for the preparation and transmission of orders and receipt of materials system wide; assists in the resolution of problems and claims.



  • High school diploma or equivalent education and work experience
  • Good reading and comprehension skills
  • General math skills
  • Excellent attention to detail and accuracy
  • Able to sustain mental alertness and visual focus
  • Significant computer and keyboarding skills
  • Good oral communication and listening skills
  • Strong analytical ability, problem solving skills
  • Positive work attitude as expressed in professional, courteous and approachable demeanor
  • Must be flexible and comfortable working in a team environment


Knowledge of:

  • Library policy and procedure (may be acquired after hire)
  • Library online catalog and the ILS [integrated library system] acquisitions module (may be acquired after hire)
  • Microsoft Windows operating system. Experience with Excel spreadsheets preferred
  • Computer hardware and office equipment
  • Safe work practices


Skills and Abilities to:

  • Understand and have a detailed knowledge of library policy and procedures, and the ILS [integrated library system] acquisitions module
  • Solve problems related to the position
  • Read and understand English
  • Work accurately with numbers
  • Communicate effectively with staff
  • Follow oral and written instructions
  • Write or print legibly
  • Be able to work independently in the absence of supervision
  • Maintain accuracy while handling multiple simultaneous duties and interruptions
  • Lift, bend, stretch, stoop, walk and/or move boxes of materials weighing between 40-60 lbs., and/or pushing loaded book carts weighing between 60-to over a100 lbs.
  • Develop and maintain professional working relationships with Acquisitions Manager, Collection Development Coordinator and co-workers
  • Carry out essential duties and responsibilities reliably with 6 months of on-the-job experience and training


Essential Duties and Responsibilities:

Note:  The duties listed below illustrate but do not limit the tasks performed by this classification.

  • Transmits orders for materials system wide using various ordering systems and prepares encumbrance reports for Business Office
  • Unpacks material shipments and matches titles and quantities to packing slips
  • Receives orders on and off the ILS [Integrated Library System], including verification and posting of invoice costs, and creation of vouchers authorizing payment by Business Office
  • Contacts vendors as needed to resolve order discrepancies, material shortages and/or defects
  • Communicates problems to supervisor and assists in problem resolution
  • Prepares materials for return to vendors as needed
  • Sorts incoming mail and makes interoffice deliveries daily
  • Receives and signs for general deliveries
  • Assists other departments with duties as assigned (shelving, etc.)


Additional duties:

  • Recommends departmental procedure changes/suggestions to supervisor
  • Keys in essential bibliographic and order information from printouts, cards, catalogs, journals, etc. and checks for holdings on existing titles. Reviews entered data for completeness and accuracy
  • Receives and processes periodicals as directed
  • Stacks and/or breaks down boxes for disposal
  • Assists with special department projects as needed
  • Compiles and reports statistics: including “posting funds” in Millennium when requested
  • Performs miscellaneous departmental clerical and backup tasks
  • Attends meeting(s) as scheduled by the Acquisitions Manager, and Collection Development Coordinator
  • Attends Staff Development Day and workshops as deemed appropriate
  • Adheres to, supports and effectively implements Administration and Board policy, procedures and core values
  • Performs additional duties and assignments, as requested


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