Senior Cataloging & Acquisitions Associate

Portland Public Library; Portland (ME); On-site; USD 55,000 - 75,000; Full time

Job summary

Portland Public Library in Portland, Maine, seeks a Senior Cataloging & Acquisitions Associate to manage complex metadata, MARC records, and Dewey classifications within the Polaris ILS. You will oversee acquisitions, copy cataloging, and reporting to support access to all formats across library locations.

The role requires 2–3 years of cataloging experience with complex databases, strong Excel skills, and exceptional attention to detail.

Qualifications

• Minimum 2-3 years of working experience cataloging or comparable work with complex databases.
• Any equivalent combination of experience and training that provides the following.

Responsibilities

• Participates in all aspects of acquisitions including electronic ordering and invoicing.
• Manage vendor communications and track purchases and backorders.
• Prepare, post, and reconcile invoices for payment.
• Set up electronic workflows with vendors and ILS.
• Produce and distribute a variety of reports.
• Perform complex copy cataloging for various formats.
• Maintain MARC records and Dewey classification.
• Train staff on procedures and ensure data accuracy.

Skills

MARC records

Excel

Technology aptitude

Attention to detail

Organization

Communication

Tools

OCLC Connexion

MARCEdit

Polaris

Job description

POSITION DESCRIPTION

Business Title: SENIOR CATALOGING & ACQUISITIONS ASSOCIATE

SERVICESLocation: DOWNTOWN BRANCH

Grade: 62Bargaining Unit: UNIT B

Full Time or Part Time: FULL TIME

End Date (if Term Appointment): N/A Reports to: TECHNICAL SERVICES MANAGER

ABOUT PPL

Portland Public Library is an equal-opportunity employer dedicated to providing safe, free access to educational and cultural resources for all. As Maine’s most visited cultural institution, PPL has served the community for over 150 years. We provide shared resources, including books, films, history, and ideas, in a welcoming environment that fosters connection and positive change. Our work centers on equity, accessibility, inclusion, and representation of diverse perspectives. We seek team members who value curiosity, collaboration, and creativity. Applicants from diverse racial, ethnic, and cultural backgrounds are strongly encouraged to apply.

POSITION SUMMARY

The Technical Services Section of Access Services coordinates the ordering and receiving of books, periodicals, electronic resources, and AV materials; provides MARC records and Dewey Decimal classification numbers for these materials; and processes them following recognized cataloging standards. Maintenance and control of the library’s database is provided as well as any retrospective conversion activities for existing materials. Reporting to the Technical Services Manager, this position plays a key role in supporting access to library collections across all formats and locations. The position is responsible for acquisitions, complex and specialized copy cataloging, reporting, and catalog maintenance within the Polaris ILS. This position uses technology to ensure timely procurement and accurate metadata. This position provides considerable latitude for initiative and independent judgment. It requires a high degree of responsibility for accuracy plus a comprehensive knowledge of, and ability to synthesize, a variety of library standards and conventions.

NATURE & SCOPE

• Participates in all aspects of the acquisitions process. This includes electronic ordering and invoicing; communicating with vendors and selectors; tracking purchases and backorders with vendors;
• management of fund accounts;
• preparation, posting, and reconciling of invoices for payment by the finance department;
• assists with researching vendor pricing, managing outsourced processing specifications, and resolving errors;
• Setup and management of electronic workflows with vendors, including automated processes and connections between vendors and ILS.
• Participates in the receiving and processing of a variety of materials to shelf readiness.
• Performs complex and specialized copy cataloging for a variety of formats.
• Understands cataloging concepts and conventions, MARC, RDA, AACR2, and Dewey Decimal classification.
• Performs a variety of recurring catalog-maintenance tasks using tools such as OCLC Connexion, MARCEdit, and Polaris’ bulk edit function.
• Creation, running, and distribution of a variety of reports.
• Participates in maintenance of the Dirigo Libraries consortium shared ILS and catalog.
• Participates in management of PPL’s collections that are part of the Maine Shared Collections Collaborative (MSCC).
• Assists with special projects to enhance access to materials in collaboration with section supervisor and other section staff as necessary.
• Documents and maintains work procedures. Evaluates processes and makes suggestions for improving workflow and procedures.
• Trains staff and/or volunteers in areas of expertise.
• Ensures a high quality of bibliographic- and item-record accuracy.
• Organizes competing priorities to help the section maintain an even workflow.
• Upholds the library’s commitment to excellent customer service, both external and internal.

BASIC QUALIFICATIONS

Education & Experience

• Minimum 2-3 years of working experience cataloging or comparable work with complex databases.
• Any equivalent combination of experience and training that provides the following.

Technical Skills

• Knowledge of basic accounting and financial reporting
• Knowledge of/interest in bibliographic MARC records and metadata.
• Demonstrated technology skills and the ability to learn and adapt to new technology needs.
• Intermediate to advanced Excel skills, including formulas and data analysis.

Core Competencies

• The ability to learn new procedures, use new software programs, and adjust to new technology and material format needs.
• Strong technical aptitude, desire to learn and troubleshoot relevant technologies
• Exceptional attention to detail
• Ability to organize, prioritize and work independently
• Demonstrated ability to investigate and troubleshoot acquisitions and cataloging issues
• Strong communication skills to collaborate with colleagues and vendors
• Brings creative and positive energy to the work; able to collaborate with others.
• Exhibits initiative, independence, and persistence in learning. Ability to maintain flexibility in changing routine and to organize multiple assignments. Strong work ethic and service orientation.

PHYSICAL DEMANDS

• Extensive use of a computer
• This position may require lifting up to 30 lbs and pushing book trucks loaded over 30 lbs.
• Manual dexterity is a necessity for attaching labels, book plates, and jackets.

WORK ENVIRONMENT

• This position is performed in a busy and diverse public library. Staff engage with a wide range of library users, including those with varying needs and abilities.
• Hours vary, and this position may include evenings and weekends. Flexibility in scheduling is required to provide consistent library service to the community.

SIGNATURES

Employee Name (printed): Employee Signature: Date:Supervisor Name (printed): Supervisor Signature: Date:Signatures confirm that this position description has been reviewed and is accurate.