Continuations Management Assistant

11-Apr-2024

Continuations Management

87432BR

Yale Posting Status

CLOSED TO FURTHER APPLICATIONS

University Job Title

Acquisitions Assistant 2

Bargaining Unit

L34 - Local 34 (Yale Union Group)

If Fixed Duration, Period

6 months from date of hire

If Fixed Duration, is continuation possible?

No

Other Fixed Duration Date

30-Sep-2024

Compensation Grade

Labor Grade C

Wage Ranges

Click here to see our Wage Ranges

Searchable Job Family

Library

Total # of hours to be worked:

37.5

Work Week

Standard (M-F equal number of hours per day)

Work Location

Central Campus

Worksite Address

344 Winchester Avenue
New Haven, CT 06511

Position Focus:

Under the supervision of the Continuations Management Librarian, the incumbent performs a range of functions, including serial acquisition, processing, and payment functions for multiple library locations and collections. The work calls for a highly skilled person with excellent communication and problem-solving skills, and the ability to multi-task and manage multiple projects on a daily basis.

Receives issues of periodicals, ensuring accurate and complete holdings information. When titles change, split or combine, brings in new records or creates provisional records. Creates holdings for new records. Assigns predictive patterns to records.

Maintains serials housed in the Periodical Reading Room, including identifying issues which are ready for binding.

Receives issues of monographic series acquired on standing order. Prepares bibliographic and item records for monographic series and standing orders.

Searches for bibliographic information in database, catalog and/or files with supplied source material.

Creates invoices and pay statements for issues and volumes which are received accompanied by vendor invoices.

Unpacks, shelves, checks-in, and routes incoming materials. Verifies and sorts materials in preparation for check-in or receipt.

Supports access to electronic content through access checks, invoice reconciliation, and claiming.

Performs additional related duties, including materials management (i.e. sorting and distribution of mail, charging and routing of materials, unpacking, shelving, etc.), and various tasks as needed and as assigned by Manager.

Essential Duties

1. Searches and verifies bibliographic data with incomplete information or source material in catalogs, reference sources, files and databases. 2. May prepare books for sale or assist with disposition of materials. 3. Prepares order forms for authorized library materials. 4. Composes and types correspondence and acknowledgements. 5. Communicates by phone and in writing with vendors and publishers to resolve problems. 6. May assign vendors and dealers. Identifies duplicates of material and prepares description of differences. 7. Instructs, revises the work and provides work direction to staff. 8. May assist in the coordination and distribution of work. 9. Performs additional clerical functions incidental to library activities.

Required Education and Experience

Four years of related work experience, two of them in the same job family at the next lower level, and a high school level education; or two years of related work experience and an Associate's degree; or an equivalent combination of experience and education.

Required Skill/Ability 1:

Demonstrated ability in using a variety of office productivity software, such as Excel or other spreadsheet software. Demonstrated ability to create and update spreadsheets and to work with data efficiently.

Required Skill/Ability 2:

Demonstrated analytical ability and problem-solving skills. Ability to meet deadlines and to exercise judgment in resolving and referring problems.

Required Skill/Ability 3:

Demonstrated ability to work effectively and efficiently with colleagues in a team setting, and to establish sound working relationships with people in other units and departments. Excellent analytical ability and problem-solving skills. Excellent oral and written communication skills.

Required Skill/Ability 4:

Demonstrated ability to manage multiple tasks and demonstrated strong organizational skills to include overseeing follow-up functions. Demonstrated ability to work effectively and efficiently with colleagues in a team setting, and to establish sound working relationships with people in other units and departments.

Required Skill/Ability 5:

Demonstrated ability using integrated library systems for technical services operations. Demonstrated ability interacting with serials management systems. Familiarity with acquisitions serials policies and practices and online serials managements systems.

Preferred Education, Experience and Skills:

Proven experience using online collaboration tools. Demonstrated experience in identifying and resolving complex problems associated with vendors, purchase orders and invoices.

Physical Requirements

Ability to push heavy book trucks, carry heavy volumes, reach high shelves, climb ladders, work in locations with dust, and stand or sit for long periods of time.

Background Check Requirements

All candidates for employment will be subject to pre-employment background screening for this position, which may include motor vehicle, DOT certification, drug testing and credit checks based on the position description and job requirements. All offers are contingent upon the successful completion of the background check. For additional information on the background check requirements and process visit "Learn about background checks" under the Applicant Support Resources section of Careers on the It's Your Yale website.

COVID-19 Vaccine Requirement

The University maintains policies pertaining to COVID-19. All faculty, staff, students, and trainees are required to comply with these policies, which may be found here:
https://covid19.yale.edu/health-guidelines

Posting Disclaimer

The intent of this job description is to provide a representative summary of the essential functions that will be required of the position and should not be construed as a declaration of specific duties and responsibilities of the particular position. Employees will be assigned specific job-related duties through their hiring departments.

EEO Statement:

University policy is committed to affirmative action under law in employment of women, minority group members, individuals with disabilities, and protected veterans. Additionally, in accordance with Yale’s Policy Against Discrimination and Harassment, and as delineated by federal and Connecticut law, Yale does not discriminate in admissions, educational programs, or employment against any individual on account of that individual’s sex, sexual orientation, gender identity or expression, race, color, national or ethnic origin, religion, age, disability, status as a special disabled veteran, veteran of the Vietnam era or other covered veteran.

Inquiries concerning Yale’s Policy Against Discrimination and Harassment may be referred to the Office of Institutional Equity and Accessibility (OIEA).

Note

Yale University is a tobacco-free campus