TITLE: Order and Receipts Specialist for Middle Eastern Language Materials
LIBRARY: Duke University Libraries
ENVIRONMENT: Since its founding in 1924, Duke University has grown into one of the most prestigious private universities in the world and its medical center ranks annually among the top in the nation. The Duke University Libraries are the shared center of the university’s intellectual life, connecting people and ideas. The Libraries consist of the William R. Perkins Library and its branches: Rare Book, Manuscript and Special Collections, Lilly, and Music and the library at the Duke Marine Laboratory in Beaufort. Duke’s library holdings of 6.1 million volumes are among the largest of private universities in the United States.
Duke’s hometown is Durham, North Carolina, a city with vibrant research, medical and arts communities, and numerous shops, restaurants and theaters. Durham is located in the Research Triangle, a growing metropolitan area of more than one million people that provides a wide range of cultural, recreational and educational opportunities. The Triangle is conveniently located just a few hours from the mountains and the coast, offers a moderate climate, and has been ranked among the best places to live and to do business.
Duke offers a comprehensive benefit packages which includes both traditional benefits such as health insurance, leave time and retirement, as well as wide ranging work/life and cultural benefits. Details can be found at: http://www.hr.duke.edu/benefits/index.php.
SALARY AND BENEFITS: $17.69 per hour (minimum). Comprehensive benefits package upon eligibility includes vacation, 13 holidays, sick leave, health, dental, disability, life insurance, educational assistance, and tuition grants.
OCCUPATIONAL SUMMARY: Performs bibliographic searching, ordering, receiving, invoicing, copy cataloging, and cataloging preparation and support for library materials in various formats and languages, with special concentration on Middle Eastern Languages, including Arabic, Turkish, and/or Hebrew language materials. Exercises considerable autonomy in performance of daily activities, with minimal supervision. Reports to the Team Lead, Non-Roman Languages within the Monograph Acquisitions Department.
QUALIFICATIONS: It is the expectation that all Duke University Libraries staff members will demonstrate exceptional workplace behaviors in the execution of their specific position responsibilities. These behaviors are customer focus, collaboration, creative problem solving, continuous learning and a commitment to diversity.
Required: Bachelor’s degree or equivalent combination of relevant education and experience.
Required: Fluent knowledge of relevant Middle Eastern language, including Arabic or Turkish; excellent interpersonal, oral and written communication skills; able to work independently and as a member of a team; demonstrated proficiency using computer based technology and ability to adapt to new technologies; ability to effectively organize and prioritize daily work; demonstrated commitment to providing outstanding customer services; experience that demonstrates the conceptual, analytical and creative problem-solving skills required to acquire and provide access to library resources; skills in time management and multitasking; demonstrated ability to analyze and organize detailed tasks; and attention to detail and accuracy in performance of work.
Preferred: Working knowledge of at least one other Middle Eastern language, including Arabic, Turkish or Hebrew; two years of library experience to obtain a specialized knowledge of library systems and procedures; experience with at least one bibliographic utility (OCLC) and experience with a local library system (Aleph); prior experience working in an academic research library.
• Normal office environment
• Must be able to lift 30 pounds and unpack, shelve and shift library materials
• Must be able to work in an environment in which exposure to materials containing dust and mold is possible.
These statements are intended to describe the general nature and level of work being performed by the employee in this position. They are not intended to be construed as an exhaustive list of all responsibilities, duties, and skills required of a person in this position.
1. Searching and Ordering:
• Performs complex pre-order searching in Arabic language and transliteration to obtain and verify bibliographic and order information, determine availability and price, and prevent duplicate orders
• Executes ordering processes for print monographs, electronic monographs and new standing order sets: communicates with Arabic language vendors to place orders; resolves order, supply, and payment issues; uses Duke procurement card to place orders, as necessary, according to established procedures
• Creates bibliographic and order records in the integrated library system in Arabic language and transliteration to support discovery and preclude duplication; releases purchase orders and encumbers funds in appropriate foreign currency; troubleshoots errors, corrects transliteration and character set problems
• Loads vendor-supplied (Leila) bibliographic and order records into the integrated library system whenever invoices are supplied. Reviews LC CAP bibliographic records for completeness and creates holdings, items, and bar code records using MARC Edit
2. Receiving and Check-in:
• Manages receipt of shipments of Arabic language materials: oversees students’ verification of material against invoice/packing slip; performs complex research and problem-solving to resolve conflicts between shipment, invoice, and/or local records (e.g., incorrect title received, title change, missing materials)
• Supervises and reviews students’ arrival of material and creation of invoice in local system for accuracy and completeness of invoice information (i.e., vendor address, amount charged, and fund code); ensures timely invoice creation and material arrival in case of student assistant absence; routes print copy of invoice to Acquisitions Accounting Services
• Verifies Duke procurement card transactions and reconciles monthly statement; monitors monograph budgets in area of responsibility to ensure funds do not exceed appropriations
3. Cataloging Support:
• Collaborates with Team Lead for Non-Roman Languages to monitor and regulate workflow of Middle-Eastern language material
• Copy catalogs Arabic language materials: searches OCLC and other online bibliographic databases in native language characters and transliteration; exports records to ILS
• Assists monograph and serials catalogers in providing additional bibliographic access to Arabic language materials by consulting on bibliographic data, and by correcting transcription, transliteration, and typographical errors.
4. Claiming and Cancellations:
• Manages orders in process: issues claims for materials not received by expected arrival date; ensures claim reports and vendor responses are processed in a timely manner; communicates persistent non-receipt problems to section head
• Cancels unfilled orders based on established policies and procedures; reorders cancelled titles as appropriate, and records updates in order and encumbrance in local system
5. Communication and Collaboration:
• Supervises, trains, and revises the work of student assistants; assists in training new staff
• Serves as a resource to colleagues in Collection Development, Cataloging and Acquisitions Departments for matters relating to the acquisition of Arabic language materials
• Works in close collaboration with the Librarians for Arabic language to ensure timely acquisition and cataloging of materials
• Works cooperatively with colleagues in Order Management and within the Acquisitions Department to achieve unit, department and division goals
• Provides appropriate information to Acquisitions Accounting for setting up new vendors in Aleph and R3 accounting system
6. Other Related Duties:
• Collects and reports statistics each month; compiles counts of orders in process and other required statistics or budget and order data on demand
• Attends and participates in required meetings, workshops, planning sessions and development opportunities
• Performs other related duties incidental to the work described herein.
AVAILABLE: Review of applications will begin immediately and will continue until the position is filled.
APPLY BY: Review of applications will begin immediately and will continue until the position is filled.
TO APPLY: An electronic resume, cover letter, and list of references should be submitted at: https://hr.duke.edu/careers/apply. Refer to requisition # 401216919.
FOR ADDITIONAL INFORMATION: Visit our website at: http://library.duke.edu/about/jobs.
Duke University is an Affirmative Action/Equal Opportunity Employer committed to providing employment opportunity without regard to an individual’s age, color, disability, genetic information, gender, gender identity, national origin, race, religion, sexual orientation, or veteran status. The Duke University Libraries have a strong commitment to Affirmative Action and is actively seeking to increase the racial and ethnic diversity of our staff.