Collections/Acquisition Specialist

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Position Details

Position Information

Position Title Collections/Acquisition Specialist

Classification Title Classified

Position Number B43PD

Grade Level 19, steps 1-3

Starting Wage/Salary $24.17-$25.15/hr plus exceptional benefits

Close Date 10/13/2024

Position Type/Employee Class Classified

Faculty Status Not applicable

FTE 1.0

Contract Months 12.0

Overtime Eligible Non-Exempt

Location Bend

Hybrid Remote Work Eligible? No

Exceptional COCC Benefits Summary

CLICK HERE TO VIEW BENEFITS & PERKS

Primary Purpose

The Collections and Acquisitions Specialist is responsible for the coordination and tracking of the library budget, including General and Non-General Accounts. Responsible for acquisition and record management of electronic and print library collections, including books, continuations, serials, databases, AV, and government documents. Acts as the primary contact for COCC’s Library Technical Services Department.

Essential Duties and Responsibilities

Budget Support & Accounting

• Under the direction of the Library Director, coordinates and monitors the overall Library General and Non- General accounts, including accurate and timely processing for the department’s accounts payable transactions using college wide accounting systems (Banner and Argos). Monitors and provides ‘close of fiscal year’ reports for all general and non-general accounts.

• Under the direction of the Collections & Acquisitions Librarian coordinates and tracks activities and spend levels related to dedicated Library Capital and other library non-general accounts for physical and electronic collections, using Barber Library’s Shared Integrated Library System ( SILS ), COCC’s accounting systems (Banner and Argos) and other spreadsheet programs.

• Maintains records and manages book sale accounts.

Collections & Acquisitions Support

• Responsible for ordering, receiving, processing, claiming, payment, and expense tracking for all physical and electronic materials purchased by the library, using multiple computer software systems and other vendor specific resources for purchase request fulfillment.

• Responsible for tracking stand-alone digital titles (Kanopy, streaming video titles, stand-alone ebooks, stand-alone online periodical titles etc.), communicating deadlines to the Collections and Acquisitions Librarian, processing payments and renewals, and ensuring that electronic resources remain activated for patron use.

• Reviews all vendor transactions for accuracy, appropriate documentation and compliance with College policies. addressing complex acquisitions and billing problems, including credit and refunds, discounts, order status, shipping and receiving problems.

• Compiles and maintains statistics of acquisitions and withdrawals for library materials. Works with library staff to provide accurate collection and budget statistics for local, regional and national statistical surveys.

Cataloging

• Performs copy cataloging and batch loading and uses shared Orbis-Cascade Alliance holdings and OCLC Connexion records. Revises and updates records with local modifications as needed. Adheres to Orbis- Cascade Alliance and internationally established protocols and standards to assure accuracy of all cataloging functions.

• Works collaboratively within the Orbis Cascade Alliance consortium ( COCC is one of the consortium members) and in partnership with consortium staff and other member library counterparts.

• Under the direction of the Collection Development & Acquisitions Librarian, coordinates physical materials, e-resource, and databases de-selection projects to remove outdated material and holdings from the library collection.

• Works closely and collaboratively with the Library Collections and Acquisitions Specialist to provide support as needed for the maintenance of our periodical collections.

General Duties

• Complete paperwork and training for hiring student and irregular wage employees in all Technical Services functions, as needed for special projects.

• Performs other duties and projects as they pertain to the overall objective of the position.

  Department Specific

  Knowledge, Skills, and Abilities

Individuals must possess these knowledge, skills and abilities or be able to explain and demonstrate that the individual can perform the duties and responsibilities of the job, with or without reasonable accommodation, using some other combination of skills and abilities. The individual is expected to follow College work rules and policies.

• Demonstrate knowledge and ability to perform essential job functions outlined above.

• Must have excellent skills in accounting and budget management and the ability to workwithin COCC’s Banner accounting system, Argos and the Shared Integrated Library system to maintain, manage and track encumbrances and expenditures in capital and non-general accounts that include books, serials, electronic and other media resources.

• Ability to work with a complex accounting system, which necessitates excellent judgement and decision making.

• Must be able to verify that all payments comply with proper budgetary and expense documentation rules.

• Must be self-motivated and able to self-direct and work independently on a daily basis on tasks that require good judgement, analytical thinking and high attention to detail.

• Must be able to prioritize work, meet deadlines and work under pressure; adapt and apply new work procedures to a variety of new systems and circumstances.

• Must have knowledge of library operations and software including acquisitions, technical services, Integrated Library Systems and the ability to adapt to new technologies and software.

• Must be able to effectively work with and communicate with all levels of staff, faculty, students, vendors and public, including individuals from culturally diverse backgrounds.

• Exhibit a professional demeanor, have excellent oral and written communication, possess strong organizational abilities, and have the aptitude to document procedures and best practices.

• Must have a strong commitment to delivering quality services that support the College and Library’s curriculum, values and goals. This requires a keen focus on the needs and desires of faculty, staff, and students and the ability to establish goals, priorities and operations for Technical Services that best meet these needs.

• Have a facility for sharing information within and among departments. Demonstrated ability to work cooperatively, showing flexibility, creativity and understanding in a demanding and rapidly changing environment that relies heavily on emerging technologies.

• Must have ability to collect, organize, analyze and interpret data.

• Ability to work cooperatively with and contribute to a diverse workplace through ideas or experience.

  Ergonomic Requirements

Working hours are regular, per the established work schedule. Work is performed in an ordinary office, mostly sitting. While performing the duties of this position, the employee is required to function effectively indoors in an office environment engaged in work of primarily a sedentary nature with the ability to sit or stand at workstation for extended periods. The employee is regularly required to sit, use hands and fingers, handle or feel objects, tools or controls, reach with hands and arms and requires near visual acuity to write, read written materials and computer screens, and sufficient hearing and speech ability for ordinary telephonic conversations. Occasional lifting under ten pounds for 15 percent of the time. Computer screen is used more than 75 percent of the time. All individuals are required to be able to perform the essential functions with or without reasonable accommodation.

Minimum Requirements

Education

• Associates degree in Library, Business, Accounting, or other related field.

Experience

• Total of three years’ experience in any of the following combined areas:

• Experience in budget management

• Experience in library automated acquisitions and cataloging processes

• Other related experience in a library setting

  Equivalency Statement

The College recognizes the value of skills and knowledge gained outside of formal higher education and paid employment. Applicants who do not meet minimum qualifications but present other qualifications or experience equivalent to those required will be considered and are encouraged to apply. To qualify under equivalency, applicants must indicate how they qualify under equivalency by responding to the supplemental question presented during the application process.

Preferred Qualifications

• Bachelor’s degree in Library, Business, Accounting, or other related field.

• Experience with an integrated library system; preferably ExLibris Alma software.

• Work experience with community colleges, school districts or public entities.

  EEO Statement

The goal of Central Oregon Community College is to provide an atmosphere that encourages our faculty, staff and students to realize their full potential. In support of this goal, it is the policy of Central Oregon Community College that there will be no discrimination or harassment on the basis of age, disability, sex, marital status, national origin, ethnicity, color, race, religion, sexual orientation, gender identity, genetic information, citizenship status, veteran or military status, pregnancy or any other classes protected under federal and state statutes in any education program, activities or employment. Persons with questions about this statement should contact Human Resources at 541.383.7216 or the Vice President for Student Affairs at 541.383.7211.

This policy covers nondiscrimination in both employment and access to educational opportunities. When brought to the attention of the appropriate parties, any such actions will be promptly and equitably responded to according to the process outlined in general procedures sections N-1, N-2, or N-3.

In support of COCC’s EEO statement, bilingual fluency in English and Spanish is considered a plus, along with experience working in a diverse multicultural setting.