Learning Commons Acquisition Specialist

Position Summary

Create, monitor, and track the overall transactions and purchases review process and associated workflow of business and service contracts in accordance the needs of the Learning Commons and established Dallas College guidelines and protocols.

Required Knowledge, Skills, and Abilities

Orders both physical and online resources for the library collection, identifying availability and best price.

Manages budget allocations for assigned resource format lines in ILS, including configuring fund and invoice settings in the Library System.

Manages batch record manipulation to ensure metadata accuracy and standardization for acquisitions related purchases and additions. Monitors batch loading of bibliographic and order records in the Library System.

Participates in metadata maintenance, revision, and remediation for library collections.

Order and activate electronic resources, collections, and portfolios in Library System.

Responsible for identifying and testing new acquisitions-related technology and techniques that would benefit Technical Services departmental processes and workflows.

Coordinates with vendors, selectors and other library staff to help resolve acquisitions related data issues and workflow problems using Library System metadata, analytics reports, and external vendor systems.

Support Learning Commons library and instructional faculty collection development workflows by providing usage statistics through analytics dashboard reporting functions, automated delivery of reports, and by ensuring standardized and discoverable metadata in the ILS.

Ability to provide first-level Learning Commons service support for students, bridging their classroom learning by assisting with the location of learning materials, resources, and equipment.

Able to effectively provide, source and purchase appropriate resources for the Learning Commons and other service areas.

Performs related service functions that support department operations.

Understanding and knowledge of purchasing principles as well as district, state and federal policy and regulation related to purchasing activities.

Experience processing purchasing transactions, following methods and procedures that have been established. Demonstrated ability to problem solve in a logical manner and to follow through to resolution.

Ability to work in a fast-paced environment with multiple distractions.

Demonstrated ability to prioritize tasks, with strong attention to detail and well organized to complete workload in a timely and effective manner.

Ability to establish and maintain cooperative working relationships with other departments and campus staff, faculty and vendors.

Good interpersonal skills and the ability to work as a team player with a positive attitude.

Ability to develop and maintain recordkeeping systems and procedures.

Ability to make clear, consistent and transparent decisions; acts with integrity in all decision making; recognizes relevant from irrelevant information and makes timely decisions in accordance with regulations, policies and procedures.

Skills in making mathematical calculations and computations.

Skill to organize a variety of documentation daily to maintain accurate and readily accessible purchase information / files.

Understands the role this position plays within the College’s mission and deliver high quality service in the support of student success.

Proficient in the use of various desktop and internet-based applications.

Demonstrated ability to learn new tools and technology quickly.

Oral and written communication skills in order to deal effectively with individuals within the Dallas College community.

Able to maintain customer and vendor relations and address vendor concerns.

Ability to provide quality customer service.

Physical Requirements

Normal physical job functions performed within a standard office environment. Reasonable accommodations may be made to individuals with physical challenges to perform the essential duties and responsibilities. Occasionally required to lift, carry boxes, printouts and stocking.

Minimum Requirements

Associate’s degree preferred with 2 years’ experience in a purchasing environment. Or five (5) years’ experience in a purchasing role without degree in higher education.

Experience with automated library systems.

Working knowledge of new and emerging technologies and familiarity with their impact on higher education.

Official transcript will be required.

Bilingual or multilingual preferred.

• Will be subject to a criminal background check. Some positions may be subject to a fingerprint check.

Key Responsibilities

Prepare various purchasing documents and items including books, requisitions, purchase orders (PO’s), blanket purchase orders (BPO’s), and requests for competitive quotes and bids.

Review requisitions and all documentation for accuracy in accordance with state and district policy.

Resolve discrepancies related to purchase orders, receipts or invoices, which includes monitoring and resolving imbalances between receipts and invoices.

Monitor the purchase transaction through delivery, payment and PO closure.

Assistance to organizations by providing copy of purchase orders and answering questions.

Support a positive and friendly attitude to vendors, employees and leaders, providing information or records as requested.

Assist with projects as requested.

May monitor budget and provide daily status of general ledger accounts.

Pay invoices which consist of products, services being provided, service contract, local and federal compliance fees etc.

Assist Cost Center Managers with quotes, requisitions, NPO requests, provide purchase order and BPO numbers.

Support other office functions including record keeping, maintaining department files, spreadsheets, updating records and processing forms.

May train campus staff on purchasing policies and procedures.

Utilize effective interpersonal, oral and written communication skills when interacting with internal / external stakeholders and constituents within the Dallas College community network.

Complete required Dallas College Professional Development training hours per academic year.

Perform other duties as assigned.

Salary : $53,000