What are the responsibilities and job description for the Collection Management Assistant position at Chesterfield County?
Minimum Qualifications
Successful candidate will possess a high school diploma or GED; one year of customer service and/or one year of clerical/office support experience (preferably in processing and acquisitions); experience in managing financial transactions with QuickBooks and Excel or similar software preferred; or an equivalent combination of training and experience.
Knowledge, Skills And Abilities
Knowledge of principles and practices of customer service; of standard office practices and procedures; of basic library services and functions;
Ability to file alphabetically and numerically;
Strong mathematical skills;
Ability to demonstrate proficient and efficient use of the Integrated Library System (ILS)
Ability to operate a personal computer and related software and current library technologies;
Ability to use hands to physically manipulate and repair library materials
Ability to problem solve; to communicate effectively orally and in writing with a variety of people from different backgrounds;
Ability to develop and maintain effective working relationships with internal and external customers;
Attention to detail, accuracy in work and critical thinking;
Ability to maintain confidentiality; customer-focused mindset; flexible and adaptable to change.
Pre-employment drug testing, FBI criminal background check and education/degree verification required.
Who We Are
Chesterfield Public Library is currently hiring for a Full-time Collection Management Assistant who will work behind the scenes to support library operations.
The Collection Management Assistant responsible for a variety of technical and administrative tasks that support the acquisition, maintenance, and processing of library materials including books and audiovisual materials.
Duties
Ordering: Creates on-order item records in the integrated library system (ILS) database by importing or manually creating temporary bibliographic information or modifying bibliographic and item records. Maintains order records over time, informing selectors of any cancellations or changes. Maintains current and accurate digital and paper files, including but is not limited to automatic shipments, standing order files, patron requests, and purchase orders.
Receiving: Opens deliveries and checks against packing lists to ensure accurate shipment and receipt of all library materials. Verifying shipments and generating reports; Distributes received materials to appropriate staff.
Accounts Payable: Performs accounts payable duties related to the department. Creates invoices in the ILS. Approves and submits invoices with proper fund account information and notifies appropriate staff of vendor changes. Paying invoices, tracking encumbrances and expenditures and maintaining financial reports with accounting software and spreadsheets;
Vendor Relations: Works with multiple vendors to order items electronically or manually based on selector requests, price, availability, and formats. Communicates and collaborates with vendors and staff by phone, email, fax, and mail as needed.
Processing: Processes audiovisual materials and other formats as assigned. Performs material maintenance, which includes analyzing a problem and determining the best maintenance technique and supplies to use. affixing labels and covering materials; checking in material; performing data entry; filing; creating/developing artwork with InDesign; and handling material donations.
Physical Requirements
Perform other work as required.
Work is performed in library office, library locations and other professional settings; extensive use of computers and devices required. Light to medium, occasionally heavy, physical requirements which may include, sitting, standing, walking, reaching, pushing, pulling, lifting, climbing, stooping, kneeling crouching, keyboarding, grasping, repetitive motions, talking, hearing, visual acuity to perform an activity such as preparing and analyzing data and figures; viewing a computer terminal and reading; not substantially exposed to adverse environmental conditions.
This position is a part of an approved Career Development Plan (CDP) and offers career progression opportunities and salary incentives, as funding permits, based on performance, qualifications, and experience.
A Chesterfield County application is required and must be submitted online by deadline. Visit chesterfield.gov/careers to view instructions and to complete and submit an application. (804) 748-1551.
PLEASE NOTE: We are not able to accept resumes or other attachments via email. Application information that is submitted in any manner other than the Chesterfield County Careers web page is considered unsolicited and is not evaluated.
Shift
Monday - Friday; 8:30 a.m. - 5:00 p.m.
Work Location
LIbrary
Chesterfield County is an Equal Opportunity Employer Committed to Workforce Diversity, Equity, and Inclusion
Summary
For information on county benefits, view Employee Benefits Summary.
01
Do you have a high school diploma or GED? (Please answer accurately. Failure to respond accurately will result in disqualification from consideration.)
How many years of experience do you have processing invoices and creating orders? (Please answer accurately. Failure to respond accurately will result in disqualification from consideration.)
Do you have one year of experience in managing financial transactions using QuickBooks or an equivalent software? (Please answer accurately. Failure to respond accurately will result in disqualification from consideration.)
Successful candidate will possess a high school diploma or GED; one year of customer service and/or one year of clerical/office support experience (preferably in processing and acquisitions); experience in managing financial transactions with QuickBooks and Excel or similar software preferred; or an equivalent combination of training and experience.
Knowledge, Skills And Abilities
Knowledge of principles and practices of customer service; of standard office practices and procedures; of basic library services and functions;
Ability to file alphabetically and numerically;
Strong mathematical skills;
Ability to demonstrate proficient and efficient use of the Integrated Library System (ILS)
Ability to operate a personal computer and related software and current library technologies;
Ability to use hands to physically manipulate and repair library materials
Ability to problem solve; to communicate effectively orally and in writing with a variety of people from different backgrounds;
Ability to develop and maintain effective working relationships with internal and external customers;
Attention to detail, accuracy in work and critical thinking;
Ability to maintain confidentiality; customer-focused mindset; flexible and adaptable to change.
Pre-employment drug testing, FBI criminal background check and education/degree verification required.
Who We Are
Chesterfield Public Library is currently hiring for a Full-time Collection Management Assistant who will work behind the scenes to support library operations.
The Collection Management Assistant responsible for a variety of technical and administrative tasks that support the acquisition, maintenance, and processing of library materials including books and audiovisual materials.
Duties
Ordering: Creates on-order item records in the integrated library system (ILS) database by importing or manually creating temporary bibliographic information or modifying bibliographic and item records. Maintains order records over time, informing selectors of any cancellations or changes. Maintains current and accurate digital and paper files, including but is not limited to automatic shipments, standing order files, patron requests, and purchase orders.
Receiving: Opens deliveries and checks against packing lists to ensure accurate shipment and receipt of all library materials. Verifying shipments and generating reports; Distributes received materials to appropriate staff.
Accounts Payable: Performs accounts payable duties related to the department. Creates invoices in the ILS. Approves and submits invoices with proper fund account information and notifies appropriate staff of vendor changes. Paying invoices, tracking encumbrances and expenditures and maintaining financial reports with accounting software and spreadsheets;
Vendor Relations: Works with multiple vendors to order items electronically or manually based on selector requests, price, availability, and formats. Communicates and collaborates with vendors and staff by phone, email, fax, and mail as needed.
Processing: Processes audiovisual materials and other formats as assigned. Performs material maintenance, which includes analyzing a problem and determining the best maintenance technique and supplies to use. affixing labels and covering materials; checking in material; performing data entry; filing; creating/developing artwork with InDesign; and handling material donations.
Physical Requirements
Perform other work as required.
Work is performed in library office, library locations and other professional settings; extensive use of computers and devices required. Light to medium, occasionally heavy, physical requirements which may include, sitting, standing, walking, reaching, pushing, pulling, lifting, climbing, stooping, kneeling crouching, keyboarding, grasping, repetitive motions, talking, hearing, visual acuity to perform an activity such as preparing and analyzing data and figures; viewing a computer terminal and reading; not substantially exposed to adverse environmental conditions.
This position is a part of an approved Career Development Plan (CDP) and offers career progression opportunities and salary incentives, as funding permits, based on performance, qualifications, and experience.
A Chesterfield County application is required and must be submitted online by deadline. Visit chesterfield.gov/careers to view instructions and to complete and submit an application. (804) 748-1551.
PLEASE NOTE: We are not able to accept resumes or other attachments via email. Application information that is submitted in any manner other than the Chesterfield County Careers web page is considered unsolicited and is not evaluated.
Shift
Monday - Friday; 8:30 a.m. - 5:00 p.m.
Work Location
LIbrary
Chesterfield County is an Equal Opportunity Employer Committed to Workforce Diversity, Equity, and Inclusion
Summary
For information on county benefits, view Employee Benefits Summary.
01
Do you have a high school diploma or GED? (Please answer accurately. Failure to respond accurately will result in disqualification from consideration.)
- Yes
- No
How many years of experience do you have processing invoices and creating orders? (Please answer accurately. Failure to respond accurately will result in disqualification from consideration.)
- Less than 1 year
- 1 - 3 years
- 3 - 5 years
- 5 - 10 years
- 10 - 15 years
- More than 15 years
Do you have one year of experience in managing financial transactions using QuickBooks or an equivalent software? (Please answer accurately. Failure to respond accurately will result in disqualification from consideration.)
- Yes
- No
- Required Question