Order and Receipts Specialist, Western Languages, Duke University Libraries, Durham, NC

DATE LISTED: 06/12/2017
TITLE: Order and Receipts Specialist, Western Languages
LIBRARY: Duke University Libraries
CITY: Durham

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: $18.04 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. Executes both routine, high-volume ordering via standardized, domestic vendors and the more complex, challenging ordering involving unique or difficult to source material from overseas vendors, individuals, or other sources requiring unique purchasing procedures. Works with various languages and formats, including but not limited to print, electronic, and multimedia resources. Interacts with vendors to resolve issues of billing and shipment. Serves as primary liaison between subject librarians and the Acquisitions Department, offering guidance and feedback on budget management and acquisition strategy. Exercises considerable autonomy in performance of daily activities, with minimal supervision. Reports to the Head, Monograph Acquisitions Dept.

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.

Education: Required:  Bachelor’s degree or equivalent combination of relevant education and experience.

Experience: Required: Two years of library experience to obtain a specialized knowledge of library systems and procedures, or a commensurate level of experience in a relevant field; 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; familiarity with music terminology and an ability to read music; an aptitude for working with materials in various foreign languages; 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: Prior experience working in an academic research library; experience with at least one bibliographic utility (OCLC) and experience with a local library system (Aleph); reading knowledge of one Western European language (German, French, Spanish or Italian).

WORKING CONDITIONS: 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.


Receiving and Check-in (30%)

  • Manages receipt of shipments of Western 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

Cataloging Support (35%):

  • Independently monitors and regulates workflow of purchased material, using knowledge of book publication trends, areas of academic interest, and likely cataloging practices at peer institutions to guide appropriate adjustments
  • Copy catalogs purchased monographs: searches OCLC and other online bibliographic databases in native language characters and transliteration; exports records to Aleph ILS

Searching and Ordering (25%):

  • Performs pre-ordering bibliographic research, using library databases, internet and print resources to verify and obtain bibliographic and order information; determines best price and most reliable availability to acquire resources expeditiously in the service of patron satisfaction;
  • Applies independent judgment gained through experience to determine and assign appropriate vendor for each resource. Communicates extensively with foreign and domestic vendors to obtain order and payment information. Relays relevant information to Acquisitions Accounting for setting up new vendors in Aleph and R3 accounting system;
  • Performs copy cataloging duties for new resources, using independent judgment to determine best OCLC record for use. Creates original temporary bibliographic records in MARC format in the ILS when no copy is available. Creates purchase orders against newly created bibliographic records.
  • Monitors University appropriated and endowment budgets in area of responsibility to ensure funds do not exceed appropriations; collaborates with subject librarians on issues of budget management and acquisition priorities.
  • Releases purchase orders and encumbers funds;
  • Places orders using a Duke Procurement card according to established policies; verifies and reconciles transactions via SAP universal worklist interface.
  • Loads vendor-supplied MARC/order records into Aleph using custom loaders.

Vendor Relations Maintenance and Order Management (3%):

  • Issues claims to vendors and publishers for materials not received according to established guidelines;
  • Negotiates with vendors regarding viable alternatives to not readily available, duplicate or out-of-print material.
  • Cancels unfilled orders in keeping with established policies and procedures, freeing up encumbrances and collaborating with subject librarians on reallocation.

Communication and Collaboration (2%):

  • Serves as primary point of contact between subject librarians and Technical Services, offering guidance and feedback on budget management and acquisition priorities; supplies subject librarians with budget and order statistics to be used for conferences, vendor performance assessment and donor updates.
  • Establishes and maintains relationships with vendors in order to ensure best quality of service and prompt resolution of shipping and billing problems.
  • Communicates and engages in collaborative problem resolution with the Receipts Management Section, the Collection Development Department, and the Monographic and Serials Cataloging units;
  • Collaborates with supervisor to identify needed capacity, staff, and resources to best address patron needs and to evaluate work flows and acquisition procedures regularly.
  • Works cooperatively with colleagues in Order Management to set and achieve unit goals;
  • Researches and resolves problems; serves as a primary expert in area of responsibility for matters relating to the acquisition of resources in various formats;
  • Updates key stakeholders regarding the status of orders and budget, particularly as they relate to order requests not yet processed.
  • Maintains and submits work statistics to supervisor at the end of each month and periodically compiles counts of orders in process;
  • 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.

APPLY TO: Review of applications will begin immediately and will continue until the position is filled.  An electronic resume, cover letter, and list of references should be submitted at: https://hr.duke.edu/careers/apply .  Refer to requisition #401277625.

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.

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