Acquisitions Supervisor

GREENVILLE COUNTY (SC) LIBRARY SYSTEM
JOB ANNOUNCEMENT, NO. 2025-030
Updated & Re-Opened: Thursday, October 31, 2024
Posting Date: Monday, October 7, 2024    Application Deadline: Thursday, November 14, 2024
Position: Acquisitions Supervisor, Technical Services, Hughes Main Library    Pay: $47,916 per year, plus benefits
Status: Regular Full-time, Exempt    Available: October 2024
Location: Hughes Main Library, 25 Heritage Green Place, Greenville, South Carolina
Schedule: Daytime hours Monday – Friday. Works 37.5 hours per week.

FUNCTION
Under the supervision of the Technical Services Manager, this position:
•    Is responsible for the supervision and effective operation of the Acquisitions Section of Technical Services. 
•    Is responsible for the system-wide administration of Serials procedures and maintenance of Serials records.
•    Embodies the Library System’s code of service by creating an atmosphere where customers and employees feel invited, informed, impressed, and inspired. 
•    Performs work in accord with the Library System’s vision and mission, using good judgment in the application of policies and established procedures. 

MINIMUM TRAINING & EXPERIENCE
Required:
•    Bachelor’s Degree from an accredited college or university.
•    Three years of acquisitions or related experience.
•    One year of supervisory or team leader experience. 
•    Recent experience at the intermediate level with Microsoft Word and Excel, and experience using various Internet browsers and email. 
•    Other combinations of experience and training, which meet the minimum requirements, may be substituted.

Preferred: 
•    Master’s Degree in Library & Information Science (MLIS) from an American Library Association (ALA) accredited college or university.
•    Some serials experience. 

PHYSICAL REQUIREMENTS 
Must have the ability to:
•    concentrate for long periods of time
•    speak clearly and distinctly
•    hear and/or comprehend verbal communication
•    see and interpret all job-related materials
•    operate library equipment as assigned
•    lift up to 75 pounds and push book carts weighing over 100 pounds
•    sit for long periods of time
•    stand for long periods of time
•    walk, bend and stoop
•    reach, grasp and use hands to touch, handle, or feel
•    type on an ongoing basis for long periods of time, using both hands
•    tolerate low levels of dust and mold associated with working with books and other library materials 

EXAMPLES OF WORK PERFORMED
These tasks are illustrative only; to carry out the day-to-day functions of the job, other duties may be performed. The omission of specific statements does not exclude them from the position if the work is similar, related or a logical assignment to the position. Essential job functions designated with (E).

•    Develops, implements, and maintains documentation for approved procedures for Acquisitions and Serials. (E) 
•    Supervises Acquisitions staff; assigns, schedules and audits work of subordinates for accuracy. (E)
•    Provides training for subordinates; reviews performance of subordinates and makes recommendations for improvement/growth as appropriate. (E)
•    Participates in the interviewing of applicants for Acquisitions positions and the selection of new employees. (E)
•    Maintains a smooth flow of ordering materials to avoid backlogs and assures funds are expended in a timely manner. (E)
•    Approves orders and invoices in the Library System’s acquisitions module. (E)
•    Enters funds, amounts and vendors in the Library System’s acquisitions module and completes end of fiscal year tasks including the rollover of system data in preparation for the next fiscal year. (E)
•    Pays invoices for and maintains spreadsheets of materials renewed annually, including continuations, serials and standing orders. (E)
•    Places orders and processes invoices for items not available through standard vendors, identifying acquisition sources as necessary. (E)
•    Prepares Materials Budget spreadsheets for review by the Finance Manager, Technical Services Manager, Information Services Manager, Youth Services Manager, and Adult Services Director. (E)
•    Keeps supervisor informed of events and activities of the Acquisitions section.
•    Serves as a member of the management team in Technical Services, assisting in planning for change and improvement, including budget recommendations and the formulation of goals and objectives. (E)
•    Observes and makes necessary changes to the catalog based on reports of serials cessations, suspensions, and title changes. (E)
•    Creates and manages serials subscriptions in the Library System’s serials module. (E)
•    Continually monitors serials check-in records for accuracy and for claiming. (E)
•    Claims missing issues from serials vendor and publishers. (E)
•    Communicates autonomously with vendors and publishers by letter, email, and telephone regarding problems with, questions about, and additions to serials and continuations. (E)
•    Notifies appropriate staff within the Library System of any procedural changes, concerns, changes with a particular title, etc. within the serials and continuations collections. (E)
•    Answers questions from supervisors and staff regarding Serials operations and procedures. (E)
•    Responsible for the verification and preparation of orders and renewals for all serials in cooperation with the Circulation Manager, Information Services Manager, Collection Development Supervisor and Branch Managers. (E)
•    Responsible for the verification and preparation of orders and renewals for continuations in cooperation with the Technical Services Manager, Information Services Manager, and Reference Area Supervisor. (E)
•    Checks for errors on orders and corrects them, bringing problems or issues to the attention of the Collection Development Supervisor. (E)
•    Attends workshops and various in-service training programs as approved by supervisor.
•    Trains designated Library System supervisors and staff in Serials operations and procedures. (E)
•    Answers questions from staff on Library System operations, policies, and procedures and handles problems and complaints. (E)
•    Stays current with applicable technologies and meets technology competencies required for this position. (E)  
•    Operates unit equipment, provides instructions, and demonstrates use as needed. (E)
•    Attends library association meetings, training programs, workshops and conferences as appropriate.
•    Ensures that safe work methods are followed to prevent injury. (E)
•    Maintains regular and reliable attendance and remains compliant with the Library System’s Attendance Guidelines. (E)
•    Performs other related duties as required, including those of any staff member in the acquisitions section.

REQUIRED KNOWLEDGE, SKILLS/ABILITIES & CHARACTERISTICS
(Testing of computer skills may be part of the interview process for this position.)
Knowledge:
•    Considerable knowledge of the functions of acquisitions and serials as related to public libraries. 
•    General knowledge of publisher and vendor practices and methods.
•    Knowledge of supervisory methods and techniques.
•    Knowledge of business English, spelling, and arithmetic. 
•    In-depth knowledge of library computer systems and applications, online databases, office software, and email

Skills/Abilities:
•    Ability to learn moderately complex computer applications.  
•    Ability to learn and enforce Federal and State laws pertaining to employment and Human Resources policies and procedures.
•    Ability to supervise and direct the work of others and provide coaching, training, and disciplinary actions as needed.
•    Ability to effectively exercise discretion, independent judgment, and critical thinking to resolve staff, patron, and administrative problems within established guidelines.
•    Ability to work in a team environment and to establish and maintain effective working relationships with library staff. 
•    Detail-oriented and able to recognize and correct errors. 
•    Strong leadership and organizational skills.
•    Ability to create and maintain clear procedural documentation. 
•    Ability to work under frequently stressful conditions, meet required deadlines, and follow established procedures. 
•    Ability to communicate concepts, general information, and task-oriented information in oral, written, and electronic forms. 
•    Ability to maintain confidentiality and to use good judgment and discretion in carrying out duties and responsibilities.
•    Ability to interpret and analyze technical and statistical information and reports.
•    Ability to be punctual, work hours as scheduled, and maintain a good attendance record.
•    Preferred: Touch typing skills.