Library Acquisition Coordinator
Location: Cook County, Illinois
Ideal Candidate: experience working with legal publishers; experience working in a law firm environment, ideally a law firm library or experience working in an academic or court setting working with legal publishers; advanced Excel skills. Excellent organizational skills, time management skills, and ability to prioritize work to meet deadlines.
The Library Acquisition Coordinator is responsible for the Library department's daily purchasing needs and facilitation of payments pertaining to domestic offices. The Coordinator communicates needs with vendors and collaborates with the Accounting department, Library team members and other firm departments in order to fulfill requests and resolve any questions regarding orders and payments.
Duties and Responsibilities:
- Place new or renewal orders and cancel orders of all physical materials for our clients Library department and attorneys in all US offices.
- Process and prepare payment for all department invoices, renewals, check requests, purchase card statements and other transactions.
- Maintain accurate and complete records of all Library financial contacts and transactions, including vendors, purchases, renewals, invoices, payments, purchase orders and cancellations.
- Assist the Library administrators in preparing reports and statistics regarding the Library's financial transactions and budget. Analyze the data in the reports and make recommendations, as required.
- Establish and maintain relationships with vendors and employees to ensure that materials are properly ordered and that all bills and accounts are paid and up-to-date. Effectively work with relevant people to resolve problems, including the timely delivery of or payment of materials.
- Train employees and outsourced staff in processing invoices, maintaining Acquisitions records and retrieving data about the Library's financial actions.
- Proactively identify and suggest improvements that will increase the efficiency, accuracy, and transparency of the Library's financial processes. Assume ownership of such initiatives.
- Cross train with other members of the Technical Services department to serve as back up, as needed.
- Provide support or advice regarding financial transactions in non-US offices, as required.
- Other duties and projects, as assigned.
Education and/or Experience:
- A minimum of 5 years of experience in a Library Acquisitions or similar role
- Intermediate skill with Office, including Microsoft Excel and Microsoft Outlook
- Knowledge of basic accounting practices
- Associate's degree
- Advanced skill with Microsoft Excel
- Knowledge of the EoSi Integrated System
- Experience handling legal materials
Other Skills and Abilities:
The following will also be required of the successful candidate:
- Strong organizational skills
- Strong attention to detail
- Good judgment
- Strong interpersonal communication skills
- Strong analytical and problem solving skills
- Able to work harmoniously and effectively with others
- Able to preserve confidentiality and exercise discretion
- Able to work under pressure
- Able to manage multiple projects with competing deadlines and priorities