Portland Community College | Portland, Oregon

Library Acquisitions Specialist

Class: Classified | Exempt Status: Non-Exempt | Grade: 20

Under the direction of management, the Library Acquisitions Specialist performs a variety of financial, metadata creation, and database maintenance tasks to support the purchase and accessibility of Library materials (including print and electronic books and physical and streaming media). Supports the integrity of the integrated library system (ILS) database infrastructure to increase effective discovery and use of library materials. Performs tasks for efficient tracking of physical and electronic resource materials throughout their lifecycle, including managing and standardizing metadata records and adding them to the ILS, as well as adding unique tracking data to physical items that is accurately represented in the ILS. Interpersonal contacts extend to library staff, reference librarians, instructional faculty, and vendors. Job requires well-developed verbal skills to present and exchange technical or complex information. Works independently, subject to supervisory direction and review.

Typical Duties and Responsibilities

1. Orders both physical and online resources for the library collection, identifying availability and best price. Monitors open orders. Communicates with internal (faculty, staff, students) and external (vendors) contacts to clarify status of requests, orders and payments. Enters rush orders on demand, verifies status of orders and invoices. Receives material and creates invoices in ILS. Returns incorrect materials, tracks payments, and maintains appropriate support contacts.
2. Manages budget allocations for assigned resource format lines in ILS, which involves: configuring fund and invoice settings in the ILS, setup of external system integration for automation when possible, performing regular purchase card reconciliations, monitoring expenditures using ERP and ILS reports and disseminating via automated reporting analytics features. Performs financial processes per PCC and state procurement requirements.
3. Manages batch record manipulation to ensure metadata accuracy and standardization for acquisitions related purchases and additions. Monitors batch loading of bibliographic and order records in the ILS. Responsible for adhering to local and consortial metadata requirements and staying current with programs required to modify records for loading when necessary. Develops documentation and supports other library staff batch loading activities in the ILS and related ILS import profile questions.
4. Participates in metadata maintenance, revision, and remediation for library collections. Develops and manages internal procedures to allow for appropriately timed evaluation of acquisitions-related metadata and batch load record data added to the ILS. Develops and maintains analytics reports and/or dashboards to conform to metadata requirements. Create workflows for diagnosing metadata issues and collaborate with other departments as needed to manage and correct problems.
5. Order and activate electronic resources, collections, and portfolios in ILS. Maintain ongoing updated collections which includes managing additions, deletions, URL changes, proxy changes, etc. Create systems to track renewals outside of the ILS when it lacks sufficient functionality.
6. Responsible for identifying and testing new acquisitions-related technology and techniques that would benefit Technical Services departmental processes and workflows. Maintain current knowledge of ILS and interoperability with relevant external vendor systems in use (e.g. ordering APIs, EDI configuration, WMS record delivery). Help create and implement new metadata protocols that result in efficient staff workflows and improved metadata maintenance of bibliographic, holdings, and item records. Create and update relevant documentation.
7. Support library and instructional faculty collection development workflows by providing usage statistics through analytics dashboard reporting functions, automated delivery of reports, and by ensuring standardized and discoverable metadata in the ILS. Develops, modifies and maintains external tools to track ordering exceptions that have to be managed outside the ILS database and that require selector mediation.
8. Coordinates with vendors, selectors and other library staff to help resolve acquisitions related data issues and workflow problems using ILS metadata, analytics reports, and external vendor systems. Create/collaborate on solutions as necessary to support database accuracy and thus ease of use for library staff and patrons.
9. Performs other related duties as assigned.

Work Environment and Physical Requirements

Work is performed in an office environment. Exposure to video display terminals occurs on a regular basis.  Learned physical skill is required to perform keyboarding and/or ten-key function.

Minimum Qualifications

High school diploma or equivalent; one year of training or college level course work with emphasis in library science or related area. Experience performing the duties described above may substitute for the training or college-level course work on a year-for-year basis.

Minimum 3 years of experience with metadata, cataloging and acquisitions.

Knowledge, Skills, and Abilities

Knowledge of:

• Established and emerging current national and international metadata standards, formats, and best practices for acquisitions, cataloging, and resource management: AACR/RDA, MARC, EAD, Dublin Core, LCSH, and managing local authority and subject records.
• Integrated library systems/library service platforms and bibliographic knowledgebases and possesses an understanding of discovery layers

Skills in:

• Planning, project management, organization, problem-solving, and communication
• Automating repetitive data manipulation tasks employing tools such as MARCEdit, Excel, and scripting languages (e.g. SQL, Python, VBA, Google Apps script, etc.) for advanced database maintenance tasks and resource lifecycle tasks, especially for batch record manipulation and electronic material tracking.

Ability to:

• Communicate technical concepts and ideas to individuals and large groups
• Influence others toward a stated objective
• Interpret, evaluate, recognize and define problems; provide resolution through analytical constructive thinking
• Establish cooperation, understanding, trust and credibility

Updated 7/2023

Portland Community College is committed to hiring and retaining a diverse workforce. We are an Equal Opportunity Employer, making decisions without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or any other protected class.