Library Acquisitions Assistant

City-of-Norwalk,-C; Norwalk (CT); On-site; USD 42,000 - 55,000; Full time

Job summary

City-of-Norwalk,-C library services is seeking a procurement assistant to manage orders for books, databases and select technology, and to place rush orders on demand. The role supports library purchases and administrative tasks, including invoicing and fund accounts management.

You will reconcile end-of-fiscal-year activities within the Integrated Library System (ILS), monitor orders, and prepare data for the annual budget.

Qualifications

• High school diploma or GED required.
• 2-year degree in relevant coursework preferred.
• Familiarity with ClearGOV or MUNIS/Tyler Technologies is a plus.

Responsibilities

• Procure library books, databases, and technology; manage rush orders.
• Handle replacements, order issues, and returns.
• Process invoices and support monthly and year-end financial reconciliation in the ILS.
• Monitor open orders and maintain fund accounts.
• Prepare fiscal year budget data as needed.

Skills

Independent thinking

Oral & written comms

Prioritization

Tech proficiency

Education

High school diploma or GED

2-year degree preferred

Tools

ClearGOV

MUNIS/Tyler Technologies

Job description

Position Definition:

This position serves as the primary source for library orders and administrative tasks that support library purchases. Responsibilities include, ordering books, databases and some technology, in addition to placing rush orders on demand, handling replacements, order issues and returns. Acquisition functions range from working with vendors for invoicing and maintaining fund accounts to completing the monthly credit card expense form for items purchased and performing end of fiscal year reconciliation within the Integrated Library System (ILS).

General Duties:

Orders office and processing supplies, maintenance supplies, and copier paper for the various departments. Handles invoices ranging from programs to databases. Identifies vendors and confirms availability of materials. Monitors open orders and verifies status of requests, orders, invoices, and payments. Reconciles orders/invoices and sorts and distributes material appropriately. Collects data for statistical analysis and preparation for fiscal year budget input. Performs end of fiscal year paper file changeover by June 30. Performs end of fiscal year reconciliation within the ILS by June 30. Creates new fiscal year files for July 1. Annotates and prioritizes orders with special handling instructions such as hold requests for catalogers.

Supervised By:

Receives general supervision from the designated supervisor.

Ability to think independently and work effectively with limited supervision. Ability to effectively communicate both orally and in writing. Ability to prioritize assigned duties that require the coordination of steps/procedures. Ability to use various technologies.

• Graduation from high school or GED
• Familiarity with ClearGOV, MUNIS/Tyler Technologies municipal accounting software, or equivalent software is a plus
• 2-year degree in relevant coursework is preferred

License or Certificate:

Not applicable.

Note:

The above is illustrative of tasks and responsibilities. It is not intended to be all-inclusive of any task or responsibilities.

NMEA Grade 10