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Acquisitions and Accounts Manager

Department: Library and Academic Technology
Location: Chestertown, MD

Washington College seeks qualified applicants for the Acquisitions and Accounts Manager position.  The Acquisitions and Accounts Manager is responsible for all functions associated with ordering, receiving, invoicing, paying, and making available and findable library materials of all formats as well as budget oversight, financial reporting and year-end closure of books.

Essential Functions:

Acquisitions/Copy Cataloging

  • Checks materials requests against the library’s holdings.
  • Verifies bibliographic information online against various bibliographic resource sites such as OCLC, publisher catalog, and book jobber sites prior to placing order.
  • Monitors departmental allocations before placing orders.
  • Receives materials, verifying title received is title ordered.
  • Orders, receives and processes invoices for library materials.
  • Creates and maintains order records in the Integrated Library System (ILS).
  • Evaluates bibliographic records and performs loading of records into relevant systems.
  • Creates item records for circulation and inventory purposes for all physical materials.
  • Establishes and maintains cooperative working relationship with book publishers, book jobbers, and other vendors including EBSCO, Maryland Digital Library (MDL), and Lyrasis.
  • Claims items, searches for out-of-print titles, resolves order and invoice problems.
  • Provide subscription information for electronic resources making sure they are reflected in relevant systems.
  • Works closely with Documents/Serials Specialist to reconcile differences between claims and reimbursement.

Accounting

  • Prepares financial reports using the ILS at the end of each month and following the year-end fiscal close.
  • Administers the accounting of the Library’s materials budgets including the following funds: books, periodicals, standing orders, online databases, and endowments.
  • In consultation with the College Librarian, annually creates library allocation designations within the ILS.
  • Performs financial analysis and makes appropriate and timely recommendations to the College Librarian and Dean of Library and Academic Technology.
  • Evaluates alternative purchasing options for package purchases such as periodicals.
  • Prepares and submits requisitions using ETRIEVE.
  • Reconciles credit cards and Amazon purchases.

Management Responsibilities:

  • Reviews and updates acquisitions policies and procedures with the approval of the College Librarian.
  • Ensures that the materials purchased are acquired in a cost effective and timely manner.
  • Schedules work to provide timely ordering and receipt of library materials and the processing of invoices to coincide with the Business Office pay periods.
  • Responsible for the oversight of the library’s material budgets: accounting, costing and reporting.
  • Sets up the accounts and maintains them throughout the fiscal year, completes closure at the end of each fiscal year to meet Library and Business Office deadlines.
  • Provides essential support to the College Librarian concerning electronic and physical resources.
  • Provides appropriate supervision to student assistants in acquisitions.
  • Keeps abreast of the ongoing enhancements to the library’s acquisitions module, changes in Business Office procedures, library jobber ordering and invoicing sites, as well as trends and practices in accounting and academic library acquisitions.

Education:

The position requires a college degree and/or equivalent years of experience.  A degree in business or accounting and previous library-related acquisitions experience is preferred.

Experience and Background:

  • Minimum of three years of accounting experience in an automated environment.
  • Working knowledge of fund accounting, costing, bookkeeping, and general office procedures.
  • Strong analytical and problem-solving skills and attention to detail.
  • Demonstrated supervisory skills.
  • Computer experience: PC and Macintosh. Working knowledge of Microsoft Word, Excel, Access, Internet searching and e-mail protocol.
  • Academic library experience preferred.
  • Good oral, written and interpersonal skills.

How to Apply:

When applying please submit a cover letter, resume, and contact information of three professional references through our on-line portal. Review of applications will begin immediately and will continue until the position is filled.  

Washington College is an Equal Opportunity Employer committed to a diverse cultural environment, and encourages applications from women, people of color, disabled persons, members of the LGBTQ community, and veterans.

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