Acquisitions Services

Student Assistant

Term Responsibilities

1. Open mail

2. Newspapers

• weeding and monthly changes
  • date stamp, staple, check-in
  • place new papers on current month shelf
  • when the first issue of the new month comes in, take PREVIOUS month stacks off the shelf. Move CURRENT month stack to PREVIOUS month shelf, place new issue on current month shelf

3. Process received issues

• shelve current display issues & tidy
• Jan – whenever de-dotting project
  • Remove from current display shelves
  • Remove green dots
  • Put in chronological order (latest issue on top)
  • List any missing issues by title and missing issue number or date
  • Change status of de-dotted issues
  • Label pamphlet box
  • Give to CL3 serials for checking
  • Shelve in stacks once checked

4. Vendor reports

• Enter report in order log note.
• Keep any cancelled orders or standing order reports separate. Give to Trish.



SAINT MARY'S UNIVERSITY

Position Description

​TITLE: Library Clerk IV

Position #:                                           100643  

Salary Scale:                                       NSGEU, Group 5

Summary of Duties

Under the general supervision of the Manager of Acquisition Services, the Library Clerk IV coordinates all budget activities in Acquisition Services.  The Library Clerk IV also coordinates purchases of electronic packages and databases. 

Work Performed

1. Co-ordinates Acquisition Services staff 10%

• Provides guidance and assistance to Library staff in Acquisition Services Department.
• Assigns and directs the work of the Department in the absence of the Manager of Acquisition Services

2. Provide Technical Assistance 10%

• Provides assistance to staff in the use of the integrated library automation system (ILS), computer software programs and other office equipment.
• Produces documents using various software packages.

3. Budget Coordination 45%

• Verifies the work of Invoicing Clerks; performs mathematical checks.
• Codes and records invoices; forwards to Financial Services for payment.
• Receives, processes, and mails completed cheques.
• Executes commands to expend funds on automated system and verifies invoice totals.
• Adds money to the ILS budgets so that items can be purchased; transfers between the budgets in the ILS to cover purchases.
• Tracks fund balances and expenditures in ILS and Banner; provides weekly fund balance and expenditure reports to manager and subject liaisons.
• Matches vendor invoices to the Acquisitions VISA prior to reconciliation by the manager; reconciles vendor statements.
• Compiles the annual departmental spent report; compiles ad-hoc spending reports.
• Monitors deposit accounts held with vendors; monitors departmental budgets.

4. Electronic Materials 30%

• Places orders for all database/CRKN/CDROM purchases and monitors renewal, payment and receipt of the same.
• Monitors Library of Congress orders and receipts.
• Verifies invoice information for databases, CRKN and CDROM purchases; adds invoice to ILS, calculate taxes and recommend for payment.
• Maintains files of electronic materials.

5. Miscellaneous 5%

• Liaises with vendors and publishers to resolve shipment, invoice and credit problems and any other issues that may arise.
• Liaises with CCRA and custom brokers and SMU Procurement.
• Acts as liaison for all related accounts payable transactions (serials and monographs) in the Acquisition Services Department.
• Maintains filing system; compiles statistics; produces required reports.
• Assists in the production of student IDs during registration.
• Provide back up for Library Assistant II, Library Clerk III (Monographs) and for all invoicing.

6. Performs other related duties as assigned.

Qualifications Required

• High School Graduation.
• Minimum two years related experience.

Last updated: January 22, 2009

SAINT MARY'S UNIVERSITY

Position Description

TITLE: Library Clerk IV (Serials)

Position #:                                                        100317

Salary Scale:                                                      NSGEU, Group 5

Summary of Duties

Under the supervision of the Manager, Acquisition Services, the Library Clerk IV (Serials) orders, processes invoices and monitors receipt of all print and electronic subscriptions.  Maintains access to individual subscriptions in the knowledgebase and provides backup to Library Assistant IV Cataloguing & Metadata for management and troubleshooting access problems for databases and subscription packages and assists with Core Serials database.

Work Performed

1. Subscription Orders and Payment  45%

• Receives new standing order and serial order requests from subject liaisons.
• Verifies bibliographic information, cost and format for new subscriptions.
• Acquires and loads full marc records into the cataloguing database; performs copy cataloguing.
• Places order with appropriate vendor.
• Receives and verifies accuracy of subscription invoices, calculates appropriate taxes, recommends payment; works with vendor to resolve invoice errors.
• Identifies print and electronic overlap and duplication of subscriptions.
• Ensures invoices are paid against correct orders and budgets.
• Maintains spread sheets of subscriptions, payments and access.
• Calculates anticipated cost of subscriptions and encumbers the amount in library system.

2. Subscription Issue Receipt and Access 45%

• Records serial issue arrival in library system, monitors continuity of receipt of all subscriptions, initiates claims for missing or overdue issues.
• Sets up and maintains eJournals access in SMU knowledgebase and vendor sites.
• Monitors access to electronic subscriptions and troubleshoots access problems.
• Provides backup to LAIV Cataloguing & Metadata for management and troubleshooting problems for databases and subscription packages.
• Assist LAIV Cataloguing & Metadata with Core Serials database.
• Investigates lapsed subscriptions, negotiates with suppliers to ensure receipt of or access to back issues.
• Communicates any subscription changes (cessations, title changes, etc.) to subject liaisons.
• Processes items for shelving; files loose leaf updates; prepares pamphlet boxes for stacks.

3. Miscellaneous 10%

• Initiates and composes correspondence on various administrative matters.
• Maintains usage records; produces required reports.
• Receives, opens and distributes external and internal mail.

4.   Performs other related duties as assigned.                                                                              

Qualifications Required

• Library & Information Technology (LIT) Diploma. 
• Minimum six months related experience.
• Excellent customer service skills.
• Excellent attention to detail and accuracy.
• Strong organizational skills and ability to function independently and as part of a team.
• Excellent knowledge of MS Office, internet and e-mail applications.
• Good working knowledge of an academic library and its resources.
• Excellent communication skills.

Last updated: October 2013

SAINT MARY'S UNIVERSITY

Position Description

TITLE:  Library Assistant II

Position #:                                           100339

Salary Scale:                                       NSGEU, Group 5

Summary of Duties

Under the supervision of the Manager of Acquisition Services, the Library Assistant II performs pre-acquisition bibliographic searching, adds orders for new materials (MARC records and items) to the library catalogue ensuring zero duplication.  Coordinates loose-leaf activities.  (45% split position).

Under the supervision of the Reference and Research Librarian, the Library Assistant II provides reference service to University patrons and the general public; instructs library users in the use of library resources.  Co-ordinates the ordering, processing, maintenance and filing of materials within a separate collection of telephone directories (30% split position).

Under the Supervision of the Librarian responsible for Archives, Special Collections, and Records, the Library Assistant II helps monitor the public areas of the archives and assists patrons; handles the submission process including binding and online posting; and assists in general archives duties (25% split positon).

Work Performed

ACQUISITIONS:

1. Print and Electronic Book Orders 40%

• Receives requests for new books organizes and prioritizes orders by departments; checks for available funds.
• Assists department head in analysis of budget expenditures by reporting budget balances for each subject area.
• Locates and downloads full MARC records into the library catalogue.
• Assigns the appropriate vendor for each book request; places order in library and/or vendor system, encumbers money.
• Sends files from vendor to Novanet for upload to the library system. Reviews order load reports and determines appropriate action.
• Maintains files of orders placed.

2.  Miscellaneous 5%

• Liaises with library staff in other departments.
• Generates all required reports.
• Maintains records and statistics.

3. Performs other related duties as assigned.

REFERENCE AND RESEARCH

1.  Reference and Research activities: 25%

• Consults with faculty, student and other researchers (the SMU Community) about their research, either in-person, by phone, by email or through chat/text messaging, accommodating the unique characteristics of the many diverse demographic groups represented on campus.
• Determines effective strategies for the researcher to use in supporting their research, recommending and teaching how to use:
• library web pages to find reference materials to assist the researcher who requires foundational knowledge on their topic;
• library catalogue, using unique search terms and strategies to find relevant books, ebooks, government documents and other materials to complete their literature search and review or to support a wide variety of curriculum learning requirements;
• library databases, using unique, relevant, database specific search terms and strategies to find relevant journal articles, trade publications, magazines and newspaper articles to complete their literature search and review;
• external resources, using search engines and acquired specialist and database specific knowledge to find relevant statistics, data, and websites to complete their literature search and review;
• citation style handbooks, resources and software to properly cite their research sources.
• Consults internally with other library staff and externally with other library and information organizations to ensure the researcher gets access to the most appropriate research materials available.
• Maintains current awareness of library web pages, internal library catalogue systems, commercial databases, and external sources of information available through government and other library and information organizations’ web sites.
• Contributes to professional development activities that increase current awareness of relevant tools and resources, sharing this knowledge with other staff, formally and informally.
• Assists in the development of policies and procedures for the research help service.
• Assists in training and mentoring of graduate students and other new staff providing the Research Help service.
• Contributes to the day-to-day operations of the Research Help service and communicates with other Research Help staff through email and blog communications.
• Assumes responsibility for scheduled shifts on the Research Help desk; responsible for finding a replacement and communicating schedule changes initiated by them to all Research Help desk staff.
• Documents information about the assistance provided by the research Help desk through the recording of quantitative and qualitative data (eg. Statistics and descriptive summaries).
• Ensures the general security of people and facilities located in the Reference  and Research area of the library;, ensures the adherence of policies and procedures by all library users.
• Contributes to ongoing and future projects that improve student success through research services (eg. Text messaging services, online services, outreach services at locations throughout campus).

2. Workbook Program 5%

• Marks essay-type workbook and research strategy assignments and forwards results to appropriate faculty members; provides written feedback to students and faculty.

3. Performs other related duties as assigned.

ARCHIVES

1. Monitor Archives Reference Area 5%

• Monitors the archives public area during open hours.
• Assists visitors to the archives with research requests and photocopying as needed.

2. Process University Theses 15%

• Accepts and manages any theses related material dropped off by students, including electronic submissions.
• Liaises with students and/or faculty if theses submission is missing relevant documentation or needs correction.
• Arranges for binding of theses as needed, and for archiving of paper copies.
• Enters full-text electronic theses into the online Institutional Repository, including relevant metadata.

3. General Archives Duties 5%

• Processes and/or list archival and records centre material.
• Updates archives finding aides.
• Shelves and maintains special collection stacks.
• Assists in adding electronic records to the Institutional Repository.

4. Performs other related duties as assigned

Qualifications Required

• University degree
• Good working knowledge of the library and its resources
• Minimum six months related experience
• Strong customer service skills.
• Excellent attention to detail and accuracy.
• Strong organizational skills and ability to function independently and as part of a team.
• Knowledge of MS Office, internet and e-mail application
• Strong communication skills.

Last updated: March 2015