Resource Acquisitions Technical Specialist

Departmental Overview

UC Berkeley Library's Acquisitions Department manages the full lifecycle of acquisitions of library materials and specifically supports the serials check-in, ordering, receiving, and invoicing of library materials in myriad formats for various campus libraries including subject specialty libraries at the University of California, Berkeley, with the exception of the Bancroft Library and the C.V. Starr East Asian Library. The purpose of this position is to support departmental objectives with an emphasis on the responsibility for managing the ordering of one-time purchase of scholarly resources and record coding using the Alma ILS and various vendor online ordering systems as well as receiving and invoicing of monographs acquired through various acquisitions methods.

Position Summary

The Acquisitions Department supports the ordering and receiving of library materials for the University Libraries at the University of California, Berkeley. The purpose of this position is to support departmental objectives with an emphasis on the responsibility for managing monograph ordering and record coding using the Alma ILS and various vendor online ordering systems as well as receiving monographs acquired through various acquisitions methods.

This position independently analyzes order requests for accuracy, availability, and duplication; determines the most appropriate vendor to use for an individual order, or determines the most appropriate action to take when an order is not filled on the first attempt and resolves to completion. It analyzes out of print order requests and determines the best means to acquire them.

Submits purchase orders to vendors using the Alma ILS. Initiates claiming and statement analysis and takes appropriate action. Performs selection review and approval via multiple online vendor systems such as Gobi, Harrassowitz's Fokus, Casalini, and Amalivre's online ordering platforms as well as submits monographic purchase orders to numerous domestic and foreign vendors through other methods. Downloads via FTP digital vendor order records, invoices, and MARC files, verifying data accuracy, and using appropriate load tables import files into the Alma ILS. Coordinates and corresponds with selectors and vendors to resolve problematic monograph order requests. Performs special record maintenance projects and other duties as assigned.

Responsibilities

• Reviews selections on multiple vendor sites and approves them online. Fulfills responsibility for independently managing monograph ordering and record coding using Alma and vendor online ordering systems.
• Downloads via FTP digital vendor order record, invoice, and MARC files, verifying data accuracy, and using appropriate load tables imports files into Alma.
• Places orders for one-time purchases (print and other analog materials) with various other vendors with no online platforms and sends purchase orders to vendors using Alma.
• Monographic receiving and invoicing of approval plans and firm ordered purchases from numerous vendors.
• Coordinates and corresponds with selectors and vendors to resolve problematic monograph order requests.

Required Qualifications

• Experience or training in Library Acquisitions or Technical Services including ordering and receiving.
• Experience with MARC records, reading/interpreting OCLC and local technical services documentation.
• Demonstrated problem solving ability.
• Experience or training in Library Acquisitions or Technical Services.
• Excellent English language and communication skills, both oral and written.
• Excellent computer skills and demonstrated proficiency with standard professional software, such as MS Windows, MS Office suite, FTP and Google office apps.
• Demonstrated initiative, flexibility, and ability to work creatively and effectively both independently and as a team member.
• Aptitude for initiating and maintaining cooperative working relationships with colleagues, supervisors, and managers.
• Ability to work with material, order requests, and invoices in Roman script languages other than English.
• Ability to follow directions from supervisors and provide directions to staff and student assistants as needed.
• Ability to provide training to staff and student assistants in various aspects of acquisitions functions, including but not limited to ordering and receiving.

Preferred Qualifications

• Monograph or serial ordering experience.
• Familiarity with the acquisitions module of an integrated library system.
• Experience with book vendor online ordering systems.
• Out of print book trade experience.
• Relevant Education and Training for the Position.
• Reading knowledge of non-Roman language (e.g., Arabic, Armenian, Hebrew, Persian, Slavic/Eastern European)
• Associate degree in library information technology.