Saturday, November 1, 2014

UC Santa Barbara—Library Assistant III: Serials Order Section Supervisor



Primary Consideration Date for Open Until Filled 11-03-2014
Salary Range Comments             $15.75 - $20.47/hr.

              
jobs.ucsb.edu/applicants/Central?quickFind=188518  

Job Number       20140496  
Number of Hires             Single Hire  
Job Open Date 10-20-2014  
Job Close Date Open Until Filled
Additional Comments:   
Title Code          6766  
Department Profile (Specific Information about department/program):             Acquisitions and Resource Management Services (ARMS) is composed of six units: Conservation and Monograph Receiving, Monograph Ordering, Serials Ordering, Serials Receiving, Serials and E-Resources Cataloging and Maintenance, and Book Fund Accounting. The Serials Order section places orders for serials, monographic series and e-resources.  
  
Percentage of full-time                100  
Days      Monday- Friday  
Hours   8:00 to 5:00  
Is this a NEW CAREER position?              No  
Summary of Job Duties
(Note: This summary will be used for keyword search)               Under the direction of the department head, Acquisitions and Resource Management Services (ARMS), is in charge of the Serials Order section. Hires, supervises, trains, and evaluates section staff. Plans and advises on the operations of the section, working independently and in the context of Library and departmental policies. Resolves most difficult order, payment, and receipt problems. Serves as CDL Acquisitions liaison. Places orders for serials, monographic series, and e-resources. Activates online access for electronic resource and pays invoices. Initiates standing order cancellations.  
Minimum Requirements             Education and experience equivalent to high school graduation and three years of library or related work experience. Demonstrated supervisory experience and training skills as well as ability to organize and manage a library unit. Ability to communicate clearly and effectively both verbally and in writing with various Library constituents. Ability to work collaboratively in a diverse community. Ability to work accurately and quickly.  
Desirable Requirements             Serials processing experience, basic bookkeeping skills, knowledge of spreadsheet applications, computer and database management skills and foreign language recognition skills.  
Required Applicant Documents               Resume Cover Letter  

Stand    FREQ.  
Walk     FREQ.  
Sit          FREQ.  
Bend     OCCAS.  
Crouch/Squat   N/A  
Kneel/Crawl      N/A  
Climb    N/A  
Reach above shoulder level       OCCAS.  
Use keyboard/mouse   FREQ.  
Hand Activities: Fine dexterity FREQ.  
Hand Activities: Hand twisting FREQ.  
Hand Activities: Simple grasping             FREQ.  
Hand Activities: Power grasping             N/A  
Other (please specify activity)   
Frequency of Other Activity       N/A  
Lifting Activities: Light lifting (<20 lbs)               FREQ.  
Lifting Activities: Moderate lifting (20-50 lbs)   N/A  
Lifting Activities: Heavy lifting (>50 lbs)             N/A  
Push/Pull Activities: Light pushing/pulling (<20 lbs of force)   FREQ.  
Push/Pull Activities: Moderate pushing/pulling (20-50 lbs of force)     N/A  
Push/Pull Activities: Heavy pushing/pulling (>50 lbs of force)                N/A  
Mental Requirements     
Read/Comprehend        FREQ.  
Write    FREQ.  
Perform Calculations     FREQ.  
Communicate Orally      FREQ.  
Reason and Analyze      FREQ.  
Other (please specify activity)   
Frequency of Other Activity       N/A  
Environmental Requirements     
Is exposed to excessive noise   N/A  
Is around moving machinery     N/A  
Is exposed to marked changes in temperature and/or humidity              N/A  
Is exposed to dust          FREQ.  
Is exposed to fumes       N/A  
Is exposed to gases        N/A  
Is exposed to radiation                N/A  
Is exposed to microwave            OCCAS.  
Drives motorized equipment     N/A  
Works in confined quarters       N/A  
Other (please specify activity)   
Frequency of Other Activity       N/A  

Job Duties
Total Percentage of Duties:100
7 Records
Order of
Imp       Essen
Duty      %           Freq.     Function             Duties
1            Yes        20          Daily    Section Supervision   
  Advises on the selection and termination of employees within the section; evaluates employees in the section advising on career status, merit increases, disciplinary action and corrective training, as necessary.
  Provides training for employees, including the development and updating of manuals, procedures, and training materials as appropriate.
  Advises Dept Head on workload, staffing needs, and anticipated problems; notifies Dept Head when policies and procedures of the Section need to be changed and revises procedures as necessary.
  Assigns and schedules work of members of the Section; distributes and monitors workload of the Section.
  Compiles statistical reports for the Dept Head, AUL Collections Services, and the Head of Collection Development on a monthly and annual basis, and as requested.
  Communicates and helps interpret acquisition policy to library collection managers.

2            Yes        25          Daily    Problem Resolution  
  Identifies and interprets information received through invoices, statements, and notices regarding changes in publication status, title, and other pertinent information. Informs appropriate constituents, including Dept Heads, section heads, and collection managers of the change. Creates notes in Aleph record to reflect the change.
  Contacts vendors concerning access and receipt issues.
  Supplies information requested by vendors.
  Secures proof of payment as needed.
  Reviews any statements which have items outstanding.
  Secures decisions from collection managers or from the Dept Head when there are significant disparities between projected cost and actual billing for standing orders.
 Assists staff members from other areas of the Dept and the Library by interpreting the work of the Section and providing information as needed.
  Identifies and interprets information received through invoices, statements, and notices regarding changes in publication status, title, and other pertinent information. Informs appropriate constituents, including Dept Heads, section heads, and collection managers of the change. Creates notes in Aleph record to reflect the change.
3            Yes        10          Quarterly         CDL Acquisitions Liaison        
  Works with the Coordinator of CDL Acquisitions to establish title lists.
  Reviews and verifies CDL deposit reports.
  Processes recharges for CDL materials.

4            Yes        15          Daily    Orders Processing      
  Verifies the accuracy of the order data. For e-resources, verifies that all information and appropriate signatures needed to acquire the resource have been obtained.
  Establishes a record in Aleph, if one does not already exist, either by importing record from OCLC or by creating a provisional record.
  Activates online access. Troubleshoots issues pertaining to access of electronic resources.
  Notifies web master and electronic resources cataloger when the electronic resource is available.
  Serves as the contact for Serials Solutions and other sources for use statistics.
  Establishes subscription record for print materials with the assistance of the head of the Serials Receiving section.

5            Yes        20          Daily    Invoice Processing      
  Loads large EDI invoices into Aleph.
  Verifies the accuracy of the large annual renewal invoices, supplemental invoices, incidental invoices, and credit memos.
  Creates Aleph invoice records and creates pay statements in the corresponding order records to establish payment history.
  Forwards invoices to the Book Fund Accounting section for payment approval.
  Prepares check issuance requests as needed.
  Converts foreign currency.
  Processes any invoice that is creating statement difficulties.
  Processes journal charges from other UC campuses.
  Processes refund checks received from publishers and vendors.

6            Yes        5            Quarterly         Standing Order Cancellations             
  Sends cancellation notification to vendor or publisher and annotates the Aleph record as appropriate to record the cancellation.
  Requests credits or material from vendor/publisher as appropriate.

7            Yes        5            Quarterly         Career Development 
  Maintains awareness of developments in serials acquisitions.
  Serves on departmental and library-wide committees to formulate policy and procedural recommendations.
  Attends workshops and continuing education sessions pertinent to library operations.

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