Library Acquisitions Coordinator

<p style="margin: 0px; color: inherit; font-style: normal; text-align: left; text-indent: 0px;" data-pasted="true">Join the City of Allen—a vibrant community of over 100,000 residents where strong economic growth, excellent schools, and an exceptional quality of life make it a great place to live, work, and play.</p><p style="margin: 0px; color: inherit; font-style: normal; text-align: left; text-indent: 0px;">Our mission is simple:<em>“To achieve excellence in managing community development and city services, continually enhancing the quality of life and public confidence.”</em></p><br><p style="margin: 0px; color: inherit; font-style: normal; text-align: left; text-indent: 0px;">At the City of Allen, our employees bring the <strong style=" font-weight: 700;"><span style=" color: rgb(223, 53, 12);">PRIDE values </span></strong>to life:</p><ul style="padding-left: 40px; margin-top: 0px; margin-bottom: 3pt; color: inherit; font-style: normal; text-align: left; text-indent: 0px;"><li style=" margin: 0px;"><strong style=" font-weight: 700;">People First </strong>– Prioritizing others</li><li style=" margin: 0px;"><strong style=" font-weight: 700;">Respect</strong>– Treating everyone with courtesy and dignity</li><li style=" margin: 0px;"><strong style=" font-weight: 700;">Integrity</strong>– Serving with honesty and trust</li><li style=" margin: 0px;"><strong style=" font-weight: 700;">Deliver</strong>– Following through and exceeding expectations</li><li style=" margin: 0px;"><strong style=" font-weight: 700;">Excel </strong>– Driving innovation and continuous improvement</li></ul><p style="margin: 0px; color: inherit; font-style: normal; text-indent: 0px; text-align: justify;">We do <strong style=" font-weight: 700;"><span style=" color: rgb(38, 122, 144);">Work that </span><span style=" color: rgb(223, 53, 12);">MATTERS!</span> </strong>Join a team that serves our community and makes a real impact every day. Learn more about the City of Allen at <a href="https://www.allentx.gov/" target="_blank" style=" color:inherit; text-decoration: underline;" data-uw-rm-brl="PR" data-uw-original-href="https://www.allentx.gov/" aria-label="allentx.gov - open in a new tab" data-uw-rm-ext-link="" uw-rm-external-link-id="https://www.allentx.gov/$allentx.gov"><strong style=" font-weight: 700;">allentx.gov</strong></a><strong style=" font-weight: 700;">.</strong></p><div style="color: inherit; font-style: normal; text-indent: 0px; text-align: justify;"><br>The purpose of this position is to support the ongoing development of the Library’s collection by managing the acquisition of materials and maintaining effective vendor relationships. This role ensures accurate ordering, invoicing, payment processing, and fiscal tracking while providing timely communication and reporting to librarians and management to support informed collection decisions.</div><div style="color: inherit; font-style: normal; text-indent: 0px; text-align: justify;" data-pasted="true"><em>The following duties <strong style=" font-weight: 700;">ARE NOT </strong>intended to serve as a comprehensive list of all duties performed by all employees in this classification, only a representative summary of the primary duties and responsibilities. Incumbent(s) may not be required to perform all duties listed and </em><em>may be required to perform additional, position-specific duties.</em></div><ul style="padding-left: 40px; margin-top: 0px; margin-bottom: 3pt; color: inherit; font-style: normal; text-align: left; text-indent: 0px;"><li>Acquires physical and digital library materials by identifying and working with vendors, placing orders using vendor software, electronic data interchange (EDI), and the Library’s integrated library system (ILS).</li><li>Identifies, locates, and establishes vendor accounts for difficult-to-find and non-English language materials.</li><li>Receives materials and oversees accounts payable functions by reviewing, verifying, and approving invoices, attaching invoices to records in the ILS, and ensuring timely and accurate payment.</li><li>Tracks backordered items and resolves issues related to fulfillment, shipping, invoicing, and financial terms.</li><li>Updates purchase and encumbrance amounts in the library’s acquisition and financial systems.</li><li>Establishes and maintains acquisition fund structures for each fiscal year, coordinates purchases with support staff, resolves or cancels unfilled orders, and completes fiscal year-end closeout of acquisition accounts.</li><li>Tracks and encumbers expenditures for books, audiovisual, periodicals, and other library materials in compliance with City purchasing policies and standard library practices.</li><li>Encumbers and tracks acquisitions-related grant expenditures when applicable.</li><li>Provides customer service support by communicating with internal staff and external vendors to identify, address, and resolve acquisition-related issues.</li></ul><p style="margin: 0px; color: inherit; font-style: normal; text-align: left; text-indent: 0px;" data-pasted="true"><strong style=" font-weight: 700;"><span style=" color: inherit;">Education and Experience</span></strong></p><p style="margin: 0px; color: inherit; font-style: normal; text-align: left; text-indent: 0px;">Work requires broad knowledge in a general professional or technical field. Education and experience that provide the necessary knowledge and skills may also be considered; however, a typical way to qualify includes:</p><ul style="padding-left: 40px; margin-top: 0px; margin-bottom: 3pt; color: inherit; font-style: normal; text-align: left; text-indent: 0px;"><li>High school diploma or equivalent with two (2) years of relevant experience</li><li>Bachelor’s degree preferred</li></ul><p style="margin: 0px; color: inherit; font-style: normal; text-align: left; text-indent: 0px;"><strong style=" font-weight: 700;"><span style=" color: inherit;">Conditions of Employment</span></strong></p><ul style="padding-left: 40px; margin-top: 0px; margin-bottom: 3pt; color: inherit; font-style: normal; text-align: left; text-indent: 0px;"><li style=" margin: 0px; text-align: justify;">Reliable transportation to and from work</li><li style=" margin: 0px; text-align: justify;"><span style=" color: inherit;">Clear criminal background check and pre-employment drug screen</span></li></ul><p style="margin: 0px; color: inherit; font-style: normal; text-align: left; text-indent: 0px;"><strong style=" font-weight: 700;">Hours/Work Schedule</strong></p><ul style="padding-left: 40px; margin-top: 0px; margin-bottom: 3pt; color: inherit; font-style: normal; text-align: left; text-indent: 0px;"><li>This is a full-time non-exempt position with benefits</li><li>Monday – Friday, 8:00 am – 5:00 pm. Possibly hybrid after 6 months of employment.</li><li>Schedule may be modified if department needs arise.</li></ul><p style="margin: 0px; color: inherit; font-style: normal; text-align: left; text-indent: 0px;"><strong style=" font-weight: 700;"><span style=" color: inherit;">Physical Demands and Work Environment</span></strong></p><p style="margin: 0px; color: inherit; font-style: normal; text-align: left; text-indent: 0px;">This position is classified as sedentary and requires the physical ability to perform the essential functions of the role. Reasonable accommodations may be made to enable individuals to perform these functions. Typical physical demands include:</p><ul style="padding-left: 40px; margin-top: 0px; margin-bottom: 3pt; color: inherit; font-style: normal; text-align: left; text-indent: 0px;"><li style=" margin: 0px;">Primarily sitting, with occasional walking or standing to access files or office areas</li><li style=" margin: 0px;">Occasional bending, reaching, or stretching to retrieve materials or supplies</li><li style=" margin: 0px;">Lifting or carrying items weighing up to 10–15 pounds, such as files or office supplies</li><li style=" margin: 0px;">Frequent use of hands and fingers for typing, filing, copying, and operating office equipment</li><li style=" margin: 0px;">Adequate vision and hearing to review documents and effectively communicate with staff and the public</li></ul><p style="margin: 0px; color: inherit; font-style: normal; text-align: left; text-indent: 0px;">Work is primarily performed in an office setting, with occasional work outside the office during programs, meetings, or special events. T