Collection Management Specialist CTS ANNOUNCEMENT NUMBER: 0524-29E Kitsap Regional Library is looking for an organized and detail-oriented individual to join the Collections & Technical Services team. This position is a key component of the material purchasing process for the library, and the person in this role will order materials, approve invoices, contact vendors, process shipments, and put together reports to support collection management tasks. This position reports to the CTS Manager.
GENERAL DESCRIPTION Under limited supervision, this position performs a variety of acquisitions, reporting, and/or Interlibrary Loan (ILL) functions. Typical duties may include entering order and invoice data into the Integrated Library System (ILS), submitting order information to vendors, payment of invoices, returning defective shipments, and other tasks to maintain accurate expenditure and encumbrance records. This position may also prepare reports for collection maintenance, process purchase and interlibrary loan requests, complete other reporting and data entry tasks, and assist with collection management projects. This position is represented by the Washington Public Employees Association/UFCW local 365.
QUALIFICATIONS AND EXPERIENCE High school diploma or GED, plus preferred 3 years of library experience or comparable training and experience that demonstrates the ability to perform the requirements of the job.
* A resume and cover letter are required for all positions and may be uploaded or copy/pasted and submitted with your application. BENEFITS & SALARY Employees regularly scheduled 20 or more hours per week are eligible to participate in our medical, dental, vision, basic life, AD&D, long term disability insurance plans, health reimbursement arrangement (HRA), as well as our employee assistance program. Additionally, all employees regularly scheduled 20 or more hours per week receive 13 paid holidays throughout the calendar year. Full-time employees earn 15 days per year of vacation leave over the course of their first year, 13 days of sick leave, and 1 personal day each year. All accrued time off is pro-rated for part-time employees.
Kitsap Regional Library participates in the Washington State Public Employees Retirement System (PERS). Employees are automatically eligible for the plan if they work a minimum of 16.25 hours per week (or 70 hour per month) during five months per year for two consecutive years.
Compensation range is $21.31-$29.50 per hour DOE. Offers are determined based on required and relevant experience and in alignment with internal equity.
ESSENTIAL FUNCTIONS Any of the following duties may be performed. These examples are representative and do not include all specific tasks an incumbent may be expected to perform:
DUTIES: Order materials for the library collection, verify bibliographic information and save records into the ILS. Enter basic bibliographic information for items when records are not available and assign vendors according to established guidelines. Contact publishers and vendors regarding account information, publication questions, pricing inquiries and order status. Input purchase orders and invoices into the ILS, post receipts against encumbrances, identify amounts and accounts/funds for proper allocation of expenditures and approve correct invoices for payment by the Finance Department. Correspond with vendors to resolve invoice discrepancies and statement problems. Process shipment returns for defective materials, packing errors, copy replacements, duplicates, and credits. Process reorders for materials not received, including determining if the item is backordered or cancelled, identifying alternate vendors, and adjusting information in ILS to generate a new purchase order as appropriate. Generate claims for unfilled orders as required. Prepare standing order renewals and claims. Prepare monthly collection budget expenditure reports, reconcile expenditures, and perform fiscal year-end rollover in the ILS. Maintain hard-copy expenditure files for special funds as required. Document and update processes and procedures for acquisition tasks. Create, generate, and distribute reports to support selection and collection management. Perform other related duties as assigned. KNOWLEDGE, SKILLS AND ABILITIES: Ability to maintain regular and reliable attendance. Ability to communicate effectively verbally and in writing. Familiarity with basic bibliographic data. Ability to perform a high volume of work requiring close attention to detail with a high degree of accuracy. Ability to work independently with minimal supervision. Ability to establish positive working relationships and work effectively and collaboratively with other library staff and vendors. Ability to follow and explain complex written or oral instructions accurately. Ability to identify and resolve workflow and technical problems within established guidelines. Ability to use initiative and independent judgment in a variety of situations directly related to the work being performed. Ability to establish priorities and organize workload. Ability to operate standard office equipment, perform required data entry proficiently and utilize computer software and specialized programs. PHYSICAL REQUIREMENTS: The physical demands described here are representative of those that must be met by a staff member to perform the essential functions of this job successfully. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.
Listed below are expectations of all library employees: While performing the duties of this job, the incumbent is required to:
(CONTINUOUS) seeing, hearing, grasping, handling and manual dexterity. (FREQUENT) walking, talking, reaching, bending, standing, sitting, twisting, squatting, keyboarding, and repetitive motion of hands/wrists. (OCCASIONAL) climbing, kneeling, crouching, stooping, crawling, and balancing. Requires the ability to lift, push, pull and carrying objects weighing up to 25 pounds and occasionally up to 50 pounds. LIBRARY EXPECTATIONS Listed below are expectations of all library employees:
Excellent customer service for patrons and co-workers. Knowledge and support of Kitsap Regional Library's principles of intellectual freedom. Knowledge and support of Kitsap Regional Library's policies and procedures. Ability to work effectively within a team. Ability to adapt to rapidly changing information, technology, work procedures and library services. Ability to maintain confidentiality in dealing with patron and/or employee records. SCHEDULE This is a full-time, non-exempt position scheduled for 40 hours per week. The schedule will be determined by the supervisor upon hire and may include weekends and evenings. Please note that schedules are subject to change to meet the needs of the library.
TELEWORK AVAILIBILTY: Position eligible to telework after successful completion of probationary period and as determined by the department manager.
APPLICATION INSTRUCTIONS To apply for this position and future positions, please visit our website at KRL.org and select "Careers" located at the bottom of the page. This position is open to current employees, volunteers and the general public and will remain open through May 26th, 2024 .
Should you need an accommodation and/or assistance with the application process please email .
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