POSITION: Serials Ordering Assistant (Library Associate II)

DEPARTMENT: Acquisitions and Serials Serivces

ANNUAL SALARY: $25,100

JOB SUMMARY:

The Serials Ordering Assistant is responsible to the Head of the Serials Technical Processing Section for creating and maintaining accurate order-related information for serials. Reviews and pays invoices for serials ordered for Main and Science Libraries, Reading Rooms, and Research Facilities. Corresponds with vendors concerning problems relating to orders or payments. Also manages incoming material that may result from library orders. In addition, the Serials Ordering Assistant is responsible for the processing of periodicals and newspapers and the hiring, training, and supervising of student assistants for those purposes. Works with the Department Head to monitor, maintain, and track the libraries materials budget. Performs fund maintenance duties in GIL (integrated library system) and tracks electronic database expenditures. Has primary responsibility to coordinate multi-million dollar payment with the libraries periodicals vendor. Work is performed independently, subject to periodic review, and requires the use of discretionary judgment and acceptance of considerable responsibility. Work requires moving extensively throughout the building and physical tasks such as stooping, lifting, carrying, and climbing. A considerable amount of time is spent working on a computer terminal. Work is performed in different areas of the Main Library and occasionally in the Science Library. Some evening and/or weekend work may be required.

DUTIES AND RESPONSIBILITIES:

25% * Pays invoices for serials ordered for the Main and Science Libraries, Reading Rooms, and Research Facilities by entering information in GIL.

20% *Ensures availability of material for the Main and Science Libraries, Reading Rooms, and Research Facilities by resolving problems pertaining to the payment of orders for serial subscriptions. Establishes and maintains communication and good relations with library staff and vendor/publishers

18% * Manages annual renewals for electronic databases; monitors, tracks, and records expenditure of Student Technology Fee funds. Responsible for oversight, management, and reconciliation of the annual periodical renewal invoice in excess of six million dollars. Maintains and records monthly and annual departmental statistics.

18% * Assists Department Head with management and maintenance of the library’s materials budget. Monitors fund balances and authorizes transfer of funds between account. Prepares monthly budget expenditure reports.

8% * Assists in developing and maintaining a competent and productive staff by training and directly supervising student assistants for the purpose of processing periodicals and newspapers. Supervisory responsibilities include hiring decisions and recommendations for other personnel actions.

5% * Manages incoming material, especially periodicals, that may arrive due to library orders by updating data files pertaining to such materials, by storing as needed such materials, and by communicating with bibliographers as to their decisions to retain or discard such material.

2% Maintains office supplies by frequent review of staff needs and supply inventory and by placing orders for needed items with the Libraries’ Supply Office and monitoring the requests.

2% Participates in library-wide communication by reading, responding to, and initiating information transmitted via GRAPEVINE (the Libraries’ listserv) and other communication tools, and appropriate library-wide or departmental meetings and asking questions, seeking clarification, or initiating discussion on library issues.

2% Maintains flexibility and awareness of changes and needs in the department and Libraries and contributes to the team effort by assuming other similar duties and responsibilities as assigned.

* = essential functions of the position

QUALIFICATIONS:

Education, Experience, Licensure, Certification required:

• Bachelors degree AND two years related progressively responsible library experience; OR six years progressively responsible library, archives, information center or related work experience; OR any equivalent combination of experience, training and/or education from which comparable knowledge, skills and abilities have been achieved;

• Knowledge of library techniques, basic bibliographic principles, and procedures as they relate to the acquisition of library materials;
• Ability to establish and maintain effective working relationships and to deal tactfully and courteously with library patrons, vendors, publishers, and coworkers;
• Effective oral and written communication skills;
• Previous and accurate work experience using a computer;
• Ability to perform diverse and complex tasks with accuracy and attention to detail;
• Ability to exercise independent judgment;
• Knowledge of Microsoft Word, Excel, and other computer applications.

• Experience with the payment of invoices preferred;
• Supervisory experience preferred;
• Working knowledge of one or more foreign languages preferred.

• Sitting for long periods of time at a computer terminal is required.
• Position also entails lifting boxes weighing approximately 10 pounds each.

• M-F; 8 hrs/day; some evening and weekend work required.

APPLICATION PROCEDURE:

Only applications submitted through the University of Georgia's Human Resources Employment website will be considered. Please visit the University of Georgia's Human Resources Employment website at https://www.ugajobsearch.com/applicants/jsp/shared/frameset/Frameset.jsp?time=1256737272861 and follow the instructions to submit an online application. Position posting number = 20091171.