Collection Management Assistant

About the role

Chesterfield Public Library is currently hiring a full-time Collection Management Assistant who will work behind the scenes to support library operations. The Collection Management Assistant is responsible for a variety of technical and administrative tasks that support the acquisition, maintenance, and processing of library materials including books and audiovisual materials.

Responsibilities

• Ordering: Creates on-order item records in the integrated library system (ILS) database by importing or manually creating temporary bibliographic information or modifying bibliographic and item records; maintains order records over time, informing selectors of any cancellations or changes; maintains current and accurate digital and paper files, including but not limited to automatic shipments, standing order files, patron requests, and purchase orders.
• Receiving: Opens deliveries and checks against packing lists to ensure accurate shipment and receipt of all library materials; verifies shipments and generates reports; distributes received materials to appropriate staff.
• Accounts Payable: Performs accounts payable duties related to the department; creates invoices in the ILS; approves and submits invoices with proper fund account information and notifies appropriate staff of vendor changes; pays invoices, tracks encumbrances and expenditures, and maintains financial reports with accounting software and spreadsheets.
• Vendor Relations: Works with multiple vendors to order items electronically or manually based on selector requests, price, availability, and formats; communicates and collaborates with vendors and staff by phone, email, fax, and mail as needed.
• Processing: Processes audiovisual materials and other formats as assigned; performs material maintenance, which includes analyzing a problem and determining the best maintenance technique and supplies to use; affixes labels and covering materials; checks in material; performs data entry; files; creates/develops artwork with InDesign; handles material donations.

Minimum Qualifications

• A high school diploma or GED.
• One year of customer service and/or one year of clerical/office support experience (preferably in processing and acquisitions).
• Experience in managing financial transactions with QuickBooks and Excel or similar software preferred.
• Or an equivalent combination of training and experience.

Knowledge, Skills And Abilities

• Knowledge of principles and practices of customer service.
• Knowledge of standard office practices and procedures.
• Knowledge of basic library services and functions.
• Ability to file alphabetically and numerically.
• Strong mathematical skills.
• Ability to demonstrate proficient and efficient use of the Integrated Library System (ILS).
• Ability to operate a personal computer and related software and current library technologies.
• Ability to use hands to physically manipulate and repair library materials.
• Ability to problem solve; to communicate effectively orally and in writing with a variety of people from different backgrounds.
• Ability to develop and maintain effective working relationships with internal and external customers.
• Attention to detail, accuracy in work and critical thinking.
• Ability to maintain confidentiality; customer-focused mindset; flexible and adaptable to change.

Physical Requirements

• Work is performed in library office, library locations and other professional settings; extensive use of computers and devices required.
• Light to medium, occasionally heavy, physical requirements which may include sitting, standing, walking, reaching, pushing, pulling, lifting, climbing, stooping, kneeling, crouching, keyboarding, grasping, repetitive motions, talking, hearing, visual acuity to perform an activity such as preparing and analyzing data and figures; viewing a computer terminal and reading.
• Not substantially exposed to adverse environmental conditions.