Library and Archives Paraprofessional IV - Acquisitions and Budget Technician

Position Summary

Position Summary:
The starting salary range for this position is $54,204.00 to $64,440.00, with most candidates starting at $54,204.00. This is a full-time, permanent, classified, overtime-eligible position with the Pierce College District and is eligible for up to one day of remote work per week after the probationary period. This position reports directly to the Dean of the Library & Learning Resources and requires regular and consistent attendance.

The mission of Pierce College is to create quality educational opportunities to a diverse community of learners to thrive in an evolving world. The Pierce College District is committed to being an anti-racist institution; to truly be anti-racist we must work deliberately to eliminate barriers that have prevented the most promising and capable students from entering and thriving in college. We work to ensure that every student in the Pierce College District feels valued, respected, and inspired to achieve their goals. We provide a brave space for Black, Indigenous, Persons of Color (BIPOC), LGBTQ/QTPOC students, students with disabilities, and all students and staff to seek refuge, and an opportunity for them to cultivate their strengths, intelligence, resilience, and creativity.

To learn more about our Equity, Engagement, and Belonging efforts, please visit:https://www.pierce.ctc.edu/equity-engagement-and-belonging.

The Acquisitions and Budget Technician supports the operations of Pierce College Library by managing day-to-day library acquisitions and contributes to the accessible, student-centered, and anti-racist mission of the College. Responsibilities include: ordering and receiving print and electronic library materials; liaising with vendors to resolve complex orders and problems; managing, tracking, and submitting purchase requisitions and invoices; documenting library expenditures, monitoring budget activity, and reconciling spending across budget categories; communicating with library faculty about acquisitions and budget updates; and providing back up circulation support to cover staff absences and breaks. This role works closely with library faculty who lead systems and collection development, and several library staff members who catalog materials, specialize in Alma, or coordinate overall budget. Collaboration with Pierce College departments such as contracts, finance, and accounts payable is also essential to ensure purchases are conducted according to college policies and funds are used and documented as required.

Frequent interruptions are common, so a customer first attitude and excellent people skills are required. Library staff routinely work with potentially sensitive user-related data; strict confidentiality must be maintained. This position provides back-up Circulation coverage; assistance with technology related issues, assists students at the borrow desk, and open/close the library.

About the District:
Named as a Top 5 Finalist and a Rising Star for the 2019 Aspen Prize for Community College Excellence, Pierce College Fort Steilacoom was recognized for exceptional achievements in student learning, certificate and degree completion while in community college and after transferring to a four-year institution, employment and earnings rates after graduation, and access for and success of minority and low-income students. Pierce College District was named as a Top 10 finalist for the 2021 Aspen Prize and a Top 25 for 2023.

Want a feel for our District? Take a peek with aerial campus views!

Pierce College Fort Steilacoom

Located on a beautiful 140-acre site adjacent to a 340-acre community, recreational park, and Waughop Lake.

Pierce College Puyallup

Located on an expansive site with 125-acres of wooded land with beautiful hideaways.

Pierce College at JBLM

Located at the Joint Base Lewis-McChord military sites, serving many of our military and active-duty families that are serving our country.

Essential Functions

Essential Functions:
Acquisitions

• Complete the acquisitions process from purchasing to receiving for monographs, serials, standing orders, continuations, and library databases, communicate with library staff and faculty who are involved in these processes.
  
• Determine the appropriate vendor for print and ebook purchases to balance cost, time sensitivity, anti-racism focus, and need for the material.
  
• Maintain Acquisitions spreadsheet, including proactively communicating with library faculty about the status of orders and any special requests.
  
• Proactively prepare documentation for the renewal of library databases, standing orders, continuations, and serials, which could include vendor contact information, renewal timeline, previous purchases, cost increases, accessibility compliance, contract information, etc.
  
• Work with vendor representatives to obtain purchasing documentation (such as price quotes, invoices, and contracts) and to resolve complex order and payment issues.

• Generate purchase requisitions and blanket orders in compliance with College and State regulations and procedures.
  
• Serve as principal contact to Accounts Payable, Purchasing, and vendor representatives regarding orders and payment.
  
• Ensure accurate information and documentation are provided for purchasing and payment processes and communicate with library or financial department stakeholders as issues arise.
  
• Monitor library collection budgets and funds, ensuring allocations and expenditures are accurately reflected across multiple budgets.
  
• Track invoice payments, reconcile monthly budget status reports (including P-card purchasing), research and correct discrepancies.
  
• Assist in preparing regular budget and expenditure analyses for library faculty and administration, identifying spending patterns, and providing supporting data for budget planning and annual reporting.
  
• Maintain documentation of budget records, contracts, accessibility statements, and other supporting materials regarding the purchase of print and electronic materials added to the library collection.

• As articulated in the Acquisitions and Budget categories above, this position will support library faculty and collection development decision-making by creating, organizing, and maintaining documentation related to acquisitions, collection budgets, and collection management.

• Provides courteous, effective, and timely customer service including referrals to other departments when necessary.
• Prepare the library for opening and/or closing, depending on schedule.
  
• Maintain working knowledge of the Alma fulfillment module.
  
• Perform circulation functions such as checking materials and other resources in and out, managing holds and referring students to appropriate departments for services and support.
  
• Support student use of media equipment, scanners, copiers, and printers.
  
• In the absence of circulation manager, direct the work of lower-level staff and student employees.
  
• Protect students’ rights as outlined in FERPA (The Family Educational Rights and Privacy Act of 1974).

• Participate in Departmental and Institutional Committees as assigned.
  
• Perform related duties and responsibilities as may be required.
  
• Help develop policies and procedures by providing input for area of responsibility.
  
• Interpret policies and respond to routine issues and inquiries.

Qualifications

Required Education:

• Associate's degree from an accredited college or university OR equivalent professional experience in an academic library performing budget and acquisitions duties. For an Associate's degree, the equivalent amount of professional experience is two (2) years.

• Experience with procurement process, budget analysis and reconciliation, financial reporting, and presenting expenditure data for decision-making.
• Experience with library procurement processes, communication with vendors to obtain purchasing documentation, and accurate recordkeeping of purchases across spending lines.
• Experience using Integrated Library Systems such as Clarivate/Ex Libris Alma.
• Experience with library purchasing platforms such as GOBI or Ingram; familiarity with using library research databases such as EBSCO’s Academic Search Complete or ProQuest Research Library.

• The successful candidate must consent to and pass a criminal background check after a conditional offer of employment. Information from the background check will not necessarily preclude employment but will be considered in determining the applicant's suitability and competence to perform in the position

Technical Skills: Proficient with Microsoft Word, Excel, Outlook, and Teams.

Critical Thinking and Problem Solving: Analyzes problems, identifies alternative solutions and consequences of proposed actions, articulates possibilities, and implements recommendations to support goals.

Effective Communication: Excellent written and verbal communication skills including the ability to coordinate effectively with vendors, finance staff, colleagues across departments, and students.

Teamwork: Actively participates with campus and district wide library colleagues to provide access to library resources and advance the mission of the library and college. Ability to work productively with a wide variety of people, with differing learning and work styles.

Equity-Minded: Demonstrated commitment to anti-racist practice that promotes equitable access and service to a diverse community of students, faculty, and staff.

Application Process

Application Requirements:

To be considered for this position, applicants must:

• Meet the required qualifications as outlined in this announcement.
• Complete the online application profile at: https://www.pierce.ctc.edu/hr.
• Apply for the specific job opening.
• Upload (attach) a cover letter that addresses how you meet the required qualifications as outlined in this announcement.(Cover Letter)
• Upload (attach) detailed résumé of all educational and professional experience. (Résumé)
• Transcripts are not required in order to apply for this position; however, if you are selected for an interview, you will be asked to bring copies of unofficial transcripts showing completion of the required level of education. Please upload current copies of your transcripts, if available. Unofficial copies of all college and university transcripts must include degree received and conferral date. International transcripts must include a foreign transcript evaluation. For a list of approved credential evaluation services visit: https://www.naces.org/members (Unofficial transcripts acceptable for application process; official transcripts required upon hire). (Transcripts)
• Upload (attach) a list of at least three (3) professional references with names, telephone numbers, and e-mail addresses. At least one reference must be your current or most recent supervisor. Letters of recommendation will not be accepted.(References)
• Provide a response to the following question. (Supplemental Question): "How does this position impact the College's goal to support all students and to achieve racial and social equity in pursuit of mission?" Please limit your response to a maximum of 500 words.
  • For definitions of certain equity, engagement, and belonging language, please visit:https://www.pierce.ctc.edu/eeb-definitions

Terms of Employment:

This is a full-time (40 hours per week), classified, overtime-eligible position with the Pierce College District. This position is permanent after serving a 6-month probationary period. The primary work location is the Pierce College Puyallup campus. This position is eligible for up to one day of remote work after the probationary period. Standard work hours are between 8:00 am to 5:00 pm, Monday through Friday, with occasional evening and weekend hours required. This position may be subject to reassignment between campuses or sites. This position reports directly to the Dean of the Library & Learning Resources and requires regular and consistent attendance.

Salary & Benefits:

The starting salary range for this position is $54,204.00 to $64,440.00 annually with annual increments up to $66,012.00.The salary will be determined based on the candidate's qualifications and related experience. Most candidates will start at $54,204.00. Your paycheck is just part of the total compensation package. There is an outstanding benefits package which is worth an additional value equivalent to about 30% of your salary. A comprehensive health care benefits package for you and your dependents includes medical, dental and vision insurance. Life and long- term disability insurance plans; vacation, sick and personal leave; reduced tuition; and retirement benefits are also provided. For more information, please visit our Benefits and Leave website at:https://www.pierce.ctc.edu/hr- benefits.

Physical Work Environment:

This position is required to work indoors in an open office environment, which requires visual concentration on detail, dexterity, precision, and is subject to frequent noise and interruptions.

Reasonable Accommodation:

Applicants with disabilities who require assistance with the application and employment process will be accommodated to the extent reasonably possible. Requests should be made to the District Human Resources Office by calling 253-964-7342. Persons who are deaf or hard of hearing may dial 711 to place a call through Washington Relay, the state's free telecommunication access service.

Screening & Interview Process:

Only those candidates who have complied with the application process and meet the required qualifications will be considered. Following the review of application materials, the most qualified candidates will be contacted for an interview. Check the email account you used for the application process for communication regarding the status of your application. Application materials submitted to Pierce College are the property of the College and will not be returned. Please note:This is a competitive selection process. Your application materials will be reviewed and evaluated based on the minimum qualifications listed for the position. Applicants whose qualifications most closely correspond to the District's needs will be eligible for further consideration.

Conditions of Employment:

Prior to the start of employment, finalist(s) for this position will be subject to a pre-employment background check as a condition of employment. Information from the background check will not necessarily preclude employment but will be considered in determining the applicant's suitability and competence to perform in the position. Applicants considered for this position will be required to disclose if they are the subject of any substantiated findings or current investigations related to sexual misconduct at their current employment and past employment. Disclosure is required under Washington State Law RCW 28B.112.080.An offer of employment will not carry with it any responsibility or obligation on the part of the District to sponsor an H-1B visa. In compliance with the Immigration Reform and Control Act of 1986, proof of authorization to work in the United States will be required at the time of hire. Pierce College has adopted a Drug Free Workplace policy. As a condition of employment, employees must agree to abide by the requirements established in that policy.

Bargaining Unit:

This position has been designated as a bargaining unit position represented by the Washington Public Employee Association (WPEA).

Equal Opportunity:

The Pierce College District is an equal opportunity employer. The Board of Trustees and Pierce College District are committed to providing equal opportunity and will not discriminate in terms and conditions of employment and personnel practices. Decisions are made without regard to race, color, national origin, age, perceived or actual physical or mental disability, pregnancy, genetic information, sex, sexual orientation, gender identity, marital status, creed, religion, honorably discharged veteran or military status, or use of a trained guide dog or service animal.

For more information about this position or assistance regarding your application, contact Human Resources at:jobs@pierce.ctc.edu

Questions regarding equal employment opportunities or discrimination may be directed to the following:

Kelly Benson - Interim Title IX &ADACO/Section 504 Coordinator

(253) 964-6716

Deena Forsythe - Vice President for Human Resources

(253) 964-6586

Paula Henson-Williams - District Affirmative Action Officer

(253) 864-3229