Library Acquisitions Assistant

City of Norwalk; Norwalk (CT); On-site; USD 42,000 - 60,000; Full time

Job summary

The City of Norwalk seeks a dedicated purchasing clerk to manage library orders, databases, and related admin tasks. Responsibilities include processing orders, invoices, and vendor communications, and assisting with year-end reconciliations in the ILS.

The role emphasizes accuracy, data entry, and timely coordination of orders and payments to support library operations and budget planning.

Qualifications

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

Responsibilities

• Process library orders for books, databases, and some technology.
• Handle invoices, verify vendor details, and manage payments.
• Reconcile end-of-fiscal-year data in the ILS and prepare for budget input.
• Collect data for statistical analysis and fiscal year reporting.
• Monitor orders and status, and annotate special handling instructions.

Education

High school diploma or GED

2-year degree in relevant coursework

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