Library Aquisition Specialist

  • 001740

SUMMARY: Under limited supervision, purchases library materials with accurate and timely execution in accordance with established policies and procedures. Uses automated library system to process orders and invoices and track library materials expenditures; may perform related duties as assigned.

ESSENTIAL FUNCTIONS: (Essential functions, as defined under the Americans with Disabilities Act, may include the following tasks, knowledge skills, and other characteristics. This list is ILLUSTRATIVE ONLY and is not a comprehensive listing of all functions and tasks performed by incumbents of this class.)

DUTIES AND RESPONSIBILITIES: (which are not in any hierarchical order)
  • Places orders for books and non-book materials that have been chosen by the selectors using the appropriate electronic ordering software, the Internet or direct ordering with authorized vendors.
  • Resolves shipping and invoice problems with vendors and returns damaged items for replacement or credit.
  • Uses the automated library system to identify materials that have not been received and claim them from vendors.
  • Verifies departmental blanket purchase orders for fund availability. Determines if the appropriate blanket purchase order is being used for type of purchase.
  • Maintains vendor files and records for purchase orders and invoices.
  • Reconciles vendor statements, invoices and receipt of property. Works with Accounts Payable to resolve and research payment issues.
  • Inputs a variety of purchasing information into computer application as needed.
  • Loads bibliographic and order records into automated library system. Verifies accuracy of data in order records.
  • Creates manual order records in automated library system as needed.
  • Builds the vendor file in the automated library system by creating records and codes for each supplier.
  • Generates and produces reports to track expenditures using automated library system and Excel spreadsheets.
  • Receives shipments of materials from outside delivery services.
  • Attends meetings with existing and potential vendors.
  • Performs all library procurement operations in accordance with laws, rules and regulations and City policy.
  • Skill in the use of office productivity, finance application and library system software.
  • Skill in following written and oral instructions or diagram format.
  • Skills in mathematical processes. Ability to calculate figures and amounts such as discounts and percentages.
  • Skills in the use of personal computers and related computerized systems.
  • Skills in the use of office equipment such as calculators, fax machines, printers and copiers.
  • Skills in the use of proper business English, grammar and punctuation.
  • Ability to communicate effectively both orally and in writing.
  • Ability to interpret and apply laws, rules and regulations and City policy pertaining to library procurement operations.
  • Ability to identify errors quickly to create more efficient purchasing processes.
  • Ability to read and interpret documents such as contracts, proposals, price lists, catalogs, requisitions, vendor quotes, and invoices.
  • Ability to write routine reports and correspondence.
  • Ability to speak effectively to vendors and employees of the organization.
  • Ability to establish and maintain effective working relationships with those contacted in the course of work.
PHYSICAL REQUIREMENTS AND WORK ENVIRONMENT: Work involves sedentary to light work in an office setting. There is frequent need to stand, stoop, walk, sit, lift light objects (up to 10 pounds) and perform other similar actions during the course of the workday. The City of West Palm Beach promotes a drug/alcohol-free work environment through the use of mandatory pre-employment drug testing.

MINIMUM QUALIFICATIONS: Associate's degree from an accredited technical school, college, or university with a major in Business Administration, or a directly related field and two (2) years experience in purchasing, automated library systems, or related field, or any equivalent combination of education and experience. Bachelor's degree in Business Administration or Public Administration, preferred. A valid Florida driver's license is required.

Last revision date: May 2008