Collection Management Assistant

Chesterfield County, VA; Chesterfield Court House (VA); On-site; USD 38,000 - 46,000; Full time

Job summary

Chesterfield Public Library is hiring a Full-time Collection Management Assistant to support the acquisition, maintenance, and processing of library materials including books and audiovisual materials.

Responsibilities include creating on-order records, receiving shipments, handling accounts payable, coordinating with vendors, and processing materials with attention to detail. Strong data entry and InDesign skills are a plus.

Qualifications

• High school diploma or GED required.
• 1 year of customer service and/or clerical/office support experience preferred.
• Experience with QuickBooks and Excel or similar software preferred.

Responsibilities

• Ordering: create and maintain on-order item records in the ILS; manage orders and vendor communications.
• Receiving: open deliveries, verify against packing lists, and distribute materials.
• Accounts Payable: process invoices and maintain financial records with accounting software.
• Vendor Relations: coordinate with multiple vendors; communicate via phone, email, and mail.
• Processing: handle audiovisual materials, data entry, and related artwork (InDesign).

Skills

Customer service

Office administration

Communication

Attention to detail

Problem solving

Education

High school diploma or GED

Tools

QuickBooks

Excel

ILS (Integrated Library System)

InDesign

Job description

Successful candidate will possess a high school diploma or GED; one year of customer service and/or one year of clerical/office support experience (preferably in processing and acquisitions); experience in managing financial transactions with QuickBooks and Excel or similar software preferred; or an equivalent combination of training and experience.

KNOWLEDGE, SKILLS AND ABILITIES:

• Knowledge of principles and practices of customer service; of standard office practices and procedures; of basic library services and functions;
• Ability to file alphabetically and numerically;
• Strong mathematical skills;
• Ability to demonstrate proficient and efficient use of the Integrated Library System (ILS)
• Ability to operate a personal computer and related software and current library technologies;
• Ability to use hands to physically manipulate and repair library materials
• Ability to problem solve; to communicate effectively orally and in writing with a variety of people from different backgrounds;
• Ability to develop and maintain effective working relationships with internal and external customers;
• Attention to detail, accuracy in work and critical thinking;
• Ability to maintain confidentiality; customer-focused mindset; flexible and adaptable to change.

Pre-employment drug testing, FBI criminal background check and education/degree verification required.

WHO WE ARE:

Chesterfield Public Library is currently hiring for a Full-time Collection Management Assistant who will work behind the scenes to support library operations.

The Collection Management Assistant responsible for a variety of technical and administrative tasks that support the acquisition, maintenance, and processing of library materials including books and audiovisual materials.

Ordering:

Creates on-order item records in the integrated library system (ILS) database by importing or manually creating temporary bibliographic information or modifying bibliographic and item records. Maintains order records over time, informing selectors of any cancellations or changes. Maintains current and accurate digital and paper files, including but is not limited to automatic shipments, standing order files, patron requests, and purchase orders.

Receiving:

Opens deliveries and checks against packing lists to ensure accurate shipment and receipt of all library materials. Verifying shipments and generating reports; Distributes received materials to appropriate staff.

Accounts Payable:

Performs accounts payable duties related to the department. Creates invoices in the ILS. Approves and submits invoices with proper fund account information and notifies appropriate staff of vendor changes. Paying invoices, tracking encumbrances and expenditures and maintaining financial reports with accounting software and spreadsheets;

Vendor Relations:

Works with multiple vendors to order items electronically or manually based on selector requests, price, availability, and formats. Communicates and collaborates with vendors and staff by phone, email, fax, and mail as needed.

Processing:

Processes audiovisual materials and other formats as assigned. Performs material maintenance, which includes analyzing a problem and determining the best maintenance technique and supplies to use. affixing labels and covering materials; checking in material; performing data entry; filing; creating/developing artwork with InDesign; and handling material donations.

Physical Requirements:

Work is performed in library office, library locations and other professional settings; extensive use of computers and devices required. Light to medium, occasionally heavy, physical requirements which may include, sitting, standing, walking, reaching, pushing, pulling, lifting, climbing, stooping, kneeling crouching, keyboarding, grasping, repetitive motions, talking, hearing, visual acuity to perform an activity such as preparing and analyzing data and figures; viewing a computer terminal and reading; not substantially exposed to adverse environmental conditions.

Perform other work as required.

This position is a part of an approved Career Development Plan (CDP) and offers career progression opportunities and salary incentives, as funding permits, based on performance, qualifications, and experience.

Monday - Friday; 8:30 a.m. - 5:00 p.m.