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Library Assistant III (Resource Acquisitions Assistant), Salem State University (Salem)

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.

Duties and Responsibilities (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

18. Assist in the student employee hiring process. Supervise, train, and evaluate student employees in acquisitions related job duties

19. Assist in Receiving and processing book donations

20. Back up the serials library assistant in processing print/electronic serials order and record updating in the NOBLE library cataloging system

21. Perform general clerical tasks such as photocopying, scanning, word processing, mail sorting and distribution, etc.

22. Perform related duties and special projects as assigned

Working Conditions:
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.

Position will primarily be in person with the potential for some remote work. 


Minimum Entrance Requirements:
Applicants must have at least (A) two years of full-time or equivalent part-time, paraprofessional experience as a library assistant and (B) of which at least one year must have been in a supervisory capacity, or (C) any equivalent combination of the required experience and the substitution below.

An associate or higher degree may be substituted for a maximum of one year of the required (A) experience.*

 *Education toward such a degree will be prorated on the basis of the proportion of the requirements actually completed.

Special Requirements:

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

Full/Part Time

Full Time




$45,000.00  / year

Closing Date

August 22, 2022

How to Apply

Special Instructions to Applicants:
Please apply online at Resume and cover letter not required, but are appreciated.

Employment is contingent upon a completed background and CORI check satisfactory to the university. Internal candidates are not subject to background check. 

This position is not eligible for H1B visa sponsorship.

Please note all newly hired staff and faculty, will need to be in compliance with Salem State University’s COVID-19 Vaccination and Booster Requirement.

EEO Statement:
Salem State University is an equal opportunity/affirmative action employer. Persons of color, women and persons with disabilities are strongly urged to apply.  


2022-08-02 |  Quick link to this job