Library Support Specialist

Waubonsee Community College; Sugar Grove, Northern (IL, KY); On-site; USD 31,000 - 37,000; Full time

Job summary

Waubonsee Community College’s Sugar Grove campus is hiring a Library Support Specialist to assist with budget tracking, purchasing, and library operations. This full-time, hybrid role supports campus libraries and helps ensure timely procurement and accurate financial records.

Under the direction of the Student Technology and Library Services Manager and the Director of Library Services, you will manage invoices, coordinate with vendors, maintain contracts, and prepare reports that guide

Qualifications

• Assist with budgetary, purchasing, and operational functions for the campus libraries.
• Track expenditures across multiple accounts and provide summaries for budget managers.
• Initiate and process requisitions for library books, materials, supplies, subscriptions, and services.
• Prepare and process invoices and budget transfers, reconcile monthly departmental credit card statements.
• Coordinate with external vendors for quotes, licensing agreements, and billing/shipment resolutions.
• Maintain records of active library contracts, subscriptions, and renewals.
• Support calendars, meetings, travel, and service requests for the department.
• Compile data to support statistical and evaluative reports on library impact and planning.

Responsibilities

• Assist with budgetary, purchasing, and operational functions for the campus libraries.
• Track expenditures across multiple accounts and provide summaries for budget managers.
• Initiate and process requisitions for library books, materials, supplies, subscriptions, and services.
• Prepare and process invoices and budget transfers, reconcile monthly departmental credit card statements.
• Coordinate with external vendors to obtain quotes, licensing agreements, necessary documents, and help resolve billing or shipment discrepancies.
• Organize and maintain records of active library contracts, subscriptions, agreements, and renewals; monitor expiration dates to support timely renewals, payments, and uninterrupted access to resources.
• Provide support for departmental operations, including managing calendars, coordinating meetings, arranging travel, and submitting service requests.
• Help coordinate internal and external departmental correspondence, documentation, reports, and operational updates; assist in compiling and organizing data to support the creation of statistical and evaluative reports.

Job description

Library Support Specialist

Full-time Staff

Sugar Grove Campus

Hybrid Option: Yes

Join our dynamic team at Waubonsee Community College, where your career can flourish. We are committed to being an exceptional employer, offering a comprehensive benefits package with generous time off, low-cost medical, dental, and vision plans, and a secure pension plan through SURS. You'll also enjoy 14 paid holidays, including winter and Thanksgiving breaks. Be part of a transformative institution, dedicated to making a positive impact in our community and the lives of our students. Your future starts here – join us today!

Waubonsee Community College is committed to hiring and retaining exceptional faculty and staff who are committed to the college’s culture of collaboration, professional growth and student success.

Reporting to the Student Technology and Library Services Manager, theLibrary Support Specialist assists with budgetary, purchasing, and operational functions for the campus libraries. This position supports the effective coordination of budget tracking, purchasing activities, record management, and departmental operations in accordance with college policies and procedures, under the direction of the Director of Library Services and the Student Technology and Library Services Manager. Support ongoing monitoring of the libraries' annual budget by tracking expenditures across multiple accounts, maintaining accurate financial records, and preparing summaries and reports for review and decision-making by budget managers. Flag discrepancies or concerns to supervisors as needed.
Initiate and process requisitions for library books, materials, supplies, subscriptions, and services; maintain purchasing records and monitor activities to ensure timely payment and completion of purchases.
Prepare and process invoices and budget transfers, reconcile monthly departmental credit card statements, and assist with fiscal year-end reconciliation of all departmental expenditures.
Assist in coordinating with external vendors to obtain quotes, licensing agreements, necessary documents, and help resolve billing or shipment discrepancies.
Organize and maintain records of active library contracts, subscriptions, agreements, and renewals; monitor expiration dates to support timely renewals, payments, and uninterrupted access to resources.
Provide support for departmental operations, including managing calendars, coordinating meetings, arranging travel, and submitting service requests.
Help coordinate internal and external departmental correspondence, documentation, reports, and operational updates; assist in compiling and organizing data to support the creation of statistical and evaluative reports that demonstrate library impact and inform planning and assessment.
Maintain organizational and tracking systems to monitor purchases, renewals, budget activity, and administrative tasks to help ensure accuracy, timeliness, and operational efficiency.
Contribute to a collaborative and service-oriented culture through professional development, training, and participation in college-wide initiatives.
Participate in cross-training and provide support for front-facing library services as needed, serving as a backup during peak times or staff absences to ensure consistent library operations.
Perform additional duties as assigned by the Student Technology and Library Services Manager or the Director of Library Services.

Please attach the following documents when applying:

1. Cover Letter-Yes
2. Resume-Yes
3. References-Yes (Can be provided at interview)
4. Transcripts-Yes (Can be provided at interview)

Position Details

req2191
Grant Funded: No
Compensation Range: 22.44 - 27.04
Compensation Type: Hourly
Compensation: The pay for this position will be determined by your experience, education, and qualifications.
Work Schedule: M-F 8 a.m. - 4:30 p.m.
Work Hours: 40 hours/week
Testing: No
Priority Application Review Date: 9/25/2026
Applications received by the “Priority Application Review Date” will receive priority consideration. Review of applications will begin at that time and continue until the position is filled.
Benefits: Click to See Benefits Page

Special Instructions: Please attach copies of transcripts or other certifications as applicable at the time of application. Official transcripts are required to be submitted if hired.

EOE, including disability and veteran