Collection Management Specialist 

Pierce County Library System

Compensation

Pierce County Library System offers a compensation program which recognizes qualifications and experience relevant to each position. The starting pay is established typically within the hiring range below based upon the experience of the individual hired into the role. Our compensation package also includes annual increases for each additional year of experience and tenure in the role, up to the maximum (current year maximum outlined in pay grade range below). Eligibility for overtime is exclusive to positions which are FLSA status non-exempt below. 

Hiring Range: $23.66 – $27.43 per hour

Pay Grade Range: $23.66 – $32.75 per hour

FLSA Status: Hourly, Non-exempt

Position Status: Regular

Union Status: Represented

Location:  Administrative Center 

Hours Per Week: 40

Schedule: Monday- Friday 8am-5pm. Schedule is subject to change.

Candidate Submission Timelines:

TRANSFER Candidates: transfer eligible candidates internal to PCLS will be given first consideration for this position through the Transfer Closure date. Please review the StaffWeb Transfer Process Overview.

EXTERNAL OR NON-Transfer INTERNAL Candidates: To be considered for this position please submit your resume and up to 4 additional attachments to display your knowledge, skills and abilities for consideration for this position no later than 5:00 p.m. on closing date below.

Submissions after the Closure Date below will not be considered:

• Transfer Closure Date: Monday, September 9th, 2024 at 5:00pm
• External/Non-Transfer Closure date: Monday, September 16th, 2024 at 5:00pm

Veteran Status: Applicants wishing to claim Veterans Preference should select the percentage that they qualify for, 5% or 10% during the application. More information about veteran’s preference, such as the difference in percentage can be found here and here.  If you need more information please contact us at:HR@pcls.us

Position Summary:

Performs a variety of cataloging and acquisitions functions on behalf of the Pierce County Library system; creates and maintains catalog records; creates and maintains purchasing documentation; updates and assists in maintaining catalog records on bibliographic utilities; conducts materials and vendor research; processes vendor invoices; researches purchasing issues; conducts records research; and performs other related duties as assigned.

Supervisory Relationships:

Reports to the Senior Collection Management Librarian; no supervisory responsibility is exercised.

Essential Functions:

Class specifications are intended to provide a descriptive list of the range of duties performed by employees in the class. Specifications are not intended to reflect all duties performed within the job.

• Delivers high-quality, customer-focused services.
• Downloads carts of titles created by Selectors using vendor websites; reviews data for accuracy and edits errors prior to the ordering of materials.
• Creates title lists on vendor websites as requested by Selectors; reviews hold requests and determines appropriate quantity of items to order within Selector guidelines.
• Researches vendors and the availability of materials; selects vendors and coordinates the purchasing of library items; receives vendor acknowledgements.
• Reviews reports; tracks the status of open orders; reorders and/or backorders materials; cancels orders as necessary.
• Documents and maintains purchasing records; researches and resolves purchasing issues; communicates with vendors regarding order errors and/or invoicing issues.
• Reviews invoices for accuracy and processes them for payment prior to submittal to the Finance Department; monitors selection funds.
• Matches bibliographic records to library items using a bibliographic utility such as OCLC.
• Downloads and/or uploads bibliographic records including those for originally cataloged foreign language materials to ensure that both the local catalog and the bibliographic utility accurately reflect PCLS holdings.
• Adds holdings information to the OCLC database to maximize the Library’s participation in the Interlibrary Loan Program.
• Modifies and edits bibliographic records; assigns call numbers, adds title information and subject headings, and reviews language information.
• Creates original and copy catalog records for review, approval, and addition to the OCLC database by the Cataloging Librarian.
• Creates, updates, and receives standing orders and serials; inputs and updates title information.
• Creates prediction patterns for periodicals; resolves issues regarding serial database predictions.
• Maintains periodical subscriptions for the Library; processes renewals, billing, and invoicing, reports missed issues; communicates with publishers as necessary.
• Coordinates cataloging and acquisition activities with other CM staff.
• Performs a variety of maintenance activities to order and catalog records to accurately reflect library holdings and assist in ensuring materials are made available to customers as required.
• Demonstrates punctuality and regular and consistent attendance.
• Brings matters of public concern regarding waste, inefficiency, corruption, discrimination, and safety to the attention of Library Management.
• Accurately communicates the Library’s policies to members of the public in all job-related contacts.
• Positively reflects Pierce County Library’s mission, vision, and values to members of the public and to staff.
• Performs other duties as assigned or required.

Required Knowledge:

• Public library operations and services.
• Cataloging and/or acquisitions principles, practices, and techniques.
• Library cataloging and acquisition systems, policies, and procedures.
• Automated online library systems and holdings databases.
• Computers and Windows-based software.
• Customer service standards and protocols.

Required Skills:

• Coordinating and performing a variety of materials acquisition and cataloging duties.
• Ensuring the timely, accurate, and cost-effective acquisition and cataloging of library materials.
• Conducting research in relation to materials, vendors, and purchasing issues.
• Selecting appropriate vendors and coordinating the purchasing of library items.
• Processing vendor invoicing and maintaining accurate purchasing records.
• Participating in updating and maintaining the Library’s catalog database.
• Creating, editing, modifying, and researching cataloging records.
• Assisting in ensuring library materials are made available to customers in a timely manner.

Minimum Qualifications:

• Associate’s Degree in a related field, and
• Two years public library purchasing and/or cataloging experience; OR
• Any combination of education and experience which would provide the required knowledge and skills and allows successful performance of the job.

Licenses, Certifications, and Special Requirements:

• Must pass local police and Washington State Adult/Child Abuse records check prior to hire.
• The ability to work evenings and weekends on a rotating schedule and to adapt to schedule changes on short notice is required.

Working Environment and Physical Requirements:

• Work is performed in a library environment.
• Subject to sitting for extended periods of time, standing, walking, bending, reaching, and lifting of objects weighing up to 30 - 35 pounds.
• Must be able to lift and carry library materials and push/pull loaded carts.

Working Environment and Physical Requirements:

• Work is performed in a library environment.
• Subject to sitting for extended periods of time, standing, walking, bending, reaching, and lifting of objects weighing up to 30 - 35 pounds.
• Must be able to lift and carry library materials and push/pull loaded carts.

Benefits:

• Sick Leave
• Vacation
• Medical, Dental, and Basic Life Insurance
• State Retirement System
• Employee Assistance Program
• Employees have an opportunity to participate in the Tax Sheltered Annuity Program and the Deferred Compensation Program
• Additional life insurance for the employee and family is available through payroll deduction