Acquisitions and Collections Assistant

Chapman University; Irvine (CA); On-site; USD 32,000 - 34,000; Full time

Job summary

Chapman University in Orange, CA seeks an Acquisitions and Collections Assistant within the Law Library. Under the Collection Services Librarian, you will handle ordering, processing, and financial tracking of library materials, plus quality control of records.

You will manage acquisitions and invoices, maintain holdings, assist with circulation tasks, supervise student staff, and contribute to documentation and special projects.

Qualifications

• Proficiency with Microsoft Word and Excel; ability to learn enterprise systems and department tools.

Responsibilities

• Process purchase orders and law library invoices.
• Monitor and reconcile library funds and purchase orders.
• Assign fund codes, obtain payment authorizations, and send invoices to Accounts Payable.
• Communicate with library vendors, place claims, review statements, and resolve discrepancies.
• Verify receipt of library materials and confirm PO information.
• Update records in the ILS and process payments in financial systems.
• Maintain library invoice and financial records; update documentation.
• Assist with database and collection maintenance projects and training staff.

Skills

Microsoft Word

Microsoft Excel

Communication

Attention to detail

Teamwork

Education

Bachelor’s degree

MLIS

Two years of academic library experience

Tools

OCLC Connexion

OCLC Collection Manager

MARCEdit

Classification Web

Innovative Sierra

FOLIO ILS

PeopleSoft

Job description

Please see Special Instructions for more details.

At Chapman University, we believe collaboration thrives through in-person engagement. This position is fully on campus, and employees work alongside colleagues, faculty, students, and staff each day to support our vibrant university community.

Chapman University is an equal opportunity employer that provides equal employment opportunities to all individuals, regardless of their protected characteristics. All qualified applicants and employees are encouraged to apply and will receive consideration for employment without regard to race, color, religion, age, sex, sexual orientation, gender identity, gender expression, national origin, ancestry, citizenship status, physical disability, mental disability, medical condition, military and veteran status, marital status, pregnancy, genetic information or any other characteristic protected by state or federal law.

Applicants for Staff and Administrator positions must be currently authorized to work in the United States on a full-time basis.

The offer of employment is contingent upon satisfactory completion and outcomes of a criminal background screening and returning to the Office of Human Resources a signed original acceptance of the Chapman University Agreement to Arbitrate.

Position Information

Position Title

Position Title Acquisitions and Collections Assistant

Position Type

Position Type Regular

Job Number

Job Number SA81724

Full or Part Time

Full or Part Time full-time 40 hours weekly

Fair Labor Standard Act Classification

Fair Labor Standard Act Classification Non-Exempt

Anticipated Pay Range

Anticipated Pay Range $23.00-$25.00

Pay Range Information

Chapman University is required to provide a reasonable estimate of the compensation range for this position. This range takes into account a variety of factors that are considered in making compensation decisions, including experience, skills, knowledge, abilities, education, licensure and certifications, and other business and organizational needs. Salary offers are determined based on the final candidate’s qualifications and experience, as well as internal equity and other internal factors. The anticipated pay range is not a promise of a particular wage.

Position Summary Information

Job Description Summary

Under the supervision of the Collection Services Librarian, the Acquisitions and Collections Assistant supports the Law Library’s collections by acquiring, processing, and maintaining materials. This position handles ordering, receiving, and financial tracking of library materials. In addition, this position performs collections and database quality control tasks, filing loose-leaf and serial updates, and assisting with database and collection maintenance projects. Additional responsibilities include shifting materials, creating and updating procedural documentation, assisting with training staff and student workers, providing regular Circulation Desk coverage, and completing special projects and other duties as assigned.

Responsibilities

Acquisitions and Financial Processing

• Process purchase orders and law library invoices.
• Monitor and reconcile library funds and purchase orders.
• Assign fund codes, obtain payment authorizations, and send invoice to Accounts Payable.
• Communicate with library vendors, place claims, review account statements, identify and resolve payment problems and discrepancies. Process cancellations and returns.
• Verify receipt of library materials and confirm purchase order information.
• Create and edit check-in, holdings, and invoice records in the ILS , and process for payment in financial systems.
• Maintain library invoice and financial records.
• Update and maintain documentation.

Collections Maintenance and Database Quality Control

• Maintain holdings for print and electronic serials.
• Assist with weeding and withdrawal of materials.
• Assist with shifting material in the print collection.
• Assist with filing updates for print materials.
• Update and maintain procedural documentation.
• Edit and update bibliographic records in the ILS .
• Update and correct electronic resource links.
• Assist with database and collection maintenance projects as assigned.
• Update and maintain procedural documentation.

Circulation Department services and functions

• Assist library users at the Circulation Desk.
• Supervise student employees; assist with hiring, training, scheduling, and evaluating student employees.
• Assist in developing and enforcing Circulation policies and procedures.
• Use and assist in the administration of the circulation module of the ILS .
• Communicate with Law Library, Law School, and University departments regarding library access, security, facilities, and student employment
• Assist in maintaining the reserve collection.
• Respond to faculty requests, including locating and delivering library material and maintaining faculty course reserves and sample exams; communicate regarding the status of requests.
• Fill ILL requests, both borrowing and lending; keep ILL statistics; communicate with patrons and other libraries regarding the status of ILL requests.
• Assist patrons with locating resources using the online public access catalog
• Assist patrons with library equipment including photocopiers and microform machines
• Collaborate with other library staff to maintain an environment conducive to study and research for our primary patrons.

Required Qualifications

• Proficiency with Microsoft Word and Excel. Technical skills to learn and use enterprise system and department tools.
• Ability to learn, interpret and comply with university policy and procedures.
• Strong service orientation and problem-solving skills.
• Ability to work independently and with others in a collaborative team environment.
• Ability to take direction, follow established procedures and directions, and learn new technologies, tools, and processes.
• Strong organizational skills and attention to detail.
• Excellent written, verbal, and interpersonal communication skills in an environment with multiple concurrent projects and tasks
• Commitment to expanding, improving, and promoting library services.
• Demonstrated writing skills to produce clear, concise, accurate documentation.
• Ability to use tact and diplomacy and maintain a high level of confidentiality.

Desired Qualifications

• Bachelor’s degree; or an equivalent combination of education and experience.
• MLIS ; or an equivalent combination of education and experience.
• Two years of experience working in an academic library.
• Experience in accurately processing invoices and tracking budget activities, preferably in an academic library.
• Skill in reading, interpreting, or editing MARC bibliographic records.
• Working knowledge of RDA cataloging standards, the Library of Congress Classification system,
• and Library of Congress Subject Headings.
• Experience using cataloging tools such as OCLC Connexion, OCLC Collection Manager,
• MARCEdit, or Classification Web.
• Experience with the Innovative Sierra or FOLIO ILS .
• Experience with financial systems, preferably PeopleSoft.

Special Instructions to Applicants

At Chapman University, we believe collaboration thrives through in-person engagement. This position is fully on campus, and employees work alongside colleagues, faculty, students, and staff each day to support our vibrant university community.

Chapman University is an equal opportunity employer that provides equal employment opportunities to all individuals, regardless of their protected characteristics. All qualified applicants and employees are encouraged to apply and will receive consideration for employment without regard to race, color, religion, age, sex, sexual orientation, gender identity, gender expression, national origin, ancestry, citizenship status, physical disability, mental disability, medical condition, military and veteran status, marital status, pregnancy, genetic information or any other characteristic protected by state or federal law.

Applicants for Staff and Administrator positions must be currently authorized to work in the United States on a full-time basis.

The offer of employment is contingent upon satisfactory completion and outcomes of a criminal background screening and returning to the Office of Human Resources a signed original acceptance of the Chapman University Agreement to Arbitrate.

Minimum Number of References

Minimum Number of References 3

Maximum Number of References

Maximum Number of References 5

Pre-screening Questions

Required fields are indicated with an asterisk (*).

• * Do you have experience in reading, interpreting, or editing MARC bibliographic records?
  • Yes
  • No
• * Do you have experience working with staff modules of an integrated library system?
  • No
  • Yes
• * Do you have experience working with the Innovative Sierra ILS?
  • Yes
  • No
• * Do you have a working knowledge of RDA cataloging standards, the Library of Congress Classification system, and Library of Congress Subject Headings?
  • No
  • Yes
• * Do you have experience using PeopleSoft applications, Concur, and experience with procurement card reconciliation as it pertains to library budgets or other academic department budgets? Please specify.

  (Open Ended Question)

Required Documents

• Resume
• Cover Letter
• 3 References Listed on One Page

Optional Documents

MAIN CAMPUS
One University Drive
Orange, CA 92866
[phone]
RINKER HEALTH SCIENCE CAMPUS
9401 Jeronimo Road
Irvine, CA 92618
© 2019 CHAPMAN UNIVERSITY

The offer of employment is contingent upon satisfactory completion and outcomes of a criminal background screening, and returning to the Office of Human Resources a signed original acceptance of the Chapman University Agreement to Arbitrate.