Library Support Specialist

Alsip-Merrionette Park Public Library District; Sugar Grove, Northern (IL, KY); Hybrid; USD 42,000 - 54,000; Full time

Job summary

Waubonsee Community College in Kane County seeks a Library Support Specialist to assist with budgetary, purchasing, and operational functions for campus libraries. Reporting to the Student Technology and Library Services Manager, you will monitor the library budget, process requisitions, and manage vendor relations to ensure timely access to resources.

You will maintain records, support calendars and meetings, coordinate travel, and help compile data for reports demonstrating library impact and

Qualifications

• High School Diploma required.
• Three years of office/admin experience; library setting preferred.
• Experience with purchasing and budget processes; Banner Finance preferred.
• Strong organizational and time management skills.
• Experience with Microsoft Office Suite (Word, Excel, Outlook, Teams); familiarity with library systems preferred.
• Ability to work independently and build relationships.
• Excellent customer service and written/verbal communication skills.

Responsibilities

• Budget monitoring across accounts and preparing summaries for managers.
• Process requisitions for books, materials, subscriptions, and services; ensure timely payments.
• Prepare invoices, budget transfers, and reconcile monthly statements.
• Coordinate with vendors for quotes and licensing; resolve billing discrepancies.
• Maintain records of contracts, renewals, and monitor expirations.
• Support calendars, meetings, travel, and service requests; assist with data reports.
• Provide cross-training and back up front-facing services as needed.
• Handle additional duties as assigned by managers.

Skills

Organizational skills

Time management

Independent work

Interpersonal skills

Written communication

Verbal communication

Customer service

Microsoft Office Suite

Education

High School Diploma

Tools

Banner Finance

Integrated Library Systems

Microsoft Office Suite

Job description

Reporting to the Student Technology and Library Services Manager, the Library 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.

Qualifications:

High School Diploma required.
Three years of experience in an office, administrative, or related environment required; experience in an academic or library setting preferred.
Experience with purchasing and budget processes; experience with Banner Finance preferred.
Strong organizational and time management skills required.
Experience with personal computing, Microsoft Office Suite (Word, Excel, Outlook, Teams) required; familiarity with integrated library systems preferred.
Ability to work independently and establish cohesive working relationships required.
Excellent customer service and interpersonal skills; strong written and verbal communication skills, including the ability to communicate effectively via email, in person, and on the telephone, are required.
Understanding of and commitment to the community college library’s role in serving students and the broader community.

Waubonsee Community College, Kane County