Library Assistant III, Salem State University, MA
Posted August 5, 2022
Description:
Reporting to the Coordinator of Library Administration, with additional oversight from the
Collection Management Librarian, the Resource Acquisitions Assistant (Library Assistant III)
performs a broad range of tasks associated with procurement of library materials. This
individual will process all transactions pertaining to the acquisition of library materials
including, but not limited to, contract management, ordering of books and digital resources
using online vendor systems (GOBI), processing of payments, creation of order records in
NOBLE, tracking and auditing of financial information, and inventory and disposition of all
materials donations. Provides support for collection development and management
activities. Runs statistical reports, tracks spending, creates spreadsheets, and manages
order and vendor records. Performs related duties as required.
E – Essential Function
E1. Track and audit library material spending for books, serials, media, and electronic
resources
E2. Prepare purchasing short forms and Massachusetts standard contract forms for
submission to Library Administration and the Senior Director of Purchasing. Monitor the
approval process, track renewal dates, and obtain copies of signed contracts and licenses
E3. Use university purchasing card or create purchase orders to initiate purchases of
materials and online services as appropriate; review transactions and document payment
receipts via online payment system as required
E4. Process all transactions pertaining to the acquisition of physical and electronic library
materials using GOBI electronic ordering system and other vendor platforms
E5. Receive, unpack, sort, and check-in using NOBLE library cataloging system all
shipments of physical library materials and receive and check-in using NOBLE library
cataloging system all ordered electronic books and media
E6. Create bibliographic and item level records for ordered materials in library online
catalog, NOBLE
E7. Confirm activation of electronic resources and assist in resolving problems with access
E8. Assist with NOBLE library catalog maintenance and with the copy cataloging of
resources, including books, databases, and media
E9. Create, maintain, and update internal financial spreadsheets for tracking ordering,
vendors, and funds encumbered and expended
E10. Review and reconcile financial records, payment transactions, and statements to
ensure conformity with established standards
E11. Communicate with campus partners, such as financial services, purchasing, library
personnel, and external vendors by email, phone, or in-person to verify information and
resolve issues concerning orders and accounts
E12. Formulate and submit regular financial and statistical reports for the dean, librarians,
and other library personnel
E13. Oversee database management and data entry. Regularly research and evaluate new
electronic resource management systems
E14. Prepare statistics for accreditation, IPEDs, ACRL annual reports, review files, book
sales, etc.
E15. Attend meetings and apprise the dean, librarians, and other library personnel of
acquisitions and financial status
E16. Evaluate and improve procedures and methods of record keeping for ordering,
purchasing, budget balancing, and invoicing of payments, both in print and electronically
E17. Advise library vendors and their employees of state/agency rules, policies, and
accounting procedures governing payment and other financial transactions
E18. Assist in the student employee hiring process. Supervise, train, and evaluate student
employees in acquisitions related job duties
E19. Assist in Receiving and processing book donations
E20. Back up the serials library assistant in processing print/electronic serials order and
record updating in the NOBLE library cataloging system
E21. Perform general clerical tasks such as photocopying, scanning, word processing, mail
sorting and distribution, etc.
E22. Perform related duties and special projects as assigned
Minimum Entrance Requirements:
Applicants must have at least (A) two years of full-time, or equivalent part-time
paraprofessional or clerical experience as a library assistant, or (B) any combination of the
required experience and the substitution below.
Substitutions:
- A bachelor’s degree or higher may be substituted for the required experience. *
*Education toward such a degree will be prorated on the basis of the proportion of the
requirements actually completed.
Preferred Qualifications:
- Bachelor’s degree in Library and Information Science or a combination of equivalent educational and professional experience
- At least 3 years of full-time or equivalent part-time experience working in a library
- Proficiency with Excel and/or Google Sheets and other Microsoft Office or Google Apps programs
- Experience with preparing reports, statistics, and other documents
- Experience with Evergreen or other library management software
- Experience with GOBI software for ordering library materials
- Experience working in a library technical services or access services department
Working Conditions:
Salem State University complies with the Americans with Disabilities Act (ADA) to provide
reasonable accommodation to qualified applicants and employee with disabilities.
Incumbents of positions in this series work in a typical library setting; they may work in a
confined area, stand for prolonged periods of time and work varied shifts, weekends or
nights.
Salary starts at $45,000 and is commensurate on experience.
How to Apply:
Please apply online. A resume and cover letter are not required but appreciated.
Employment is contingent upon a completed background and CORI check satisfactory to the
university. Internal candidates are not subject to background check.
For more information about this position, visit: