Monographic Acquisitions Specialist (Library Services Specialist III) - Library (10573)

  • San Francisco
  • San Francisco, California
  • Nov 01, 2020
Full Time Library Services Purchasing and Warehouse

Job Description

Working Title
Monographic Acquisitions Specialist

SF State University
San Francisco State is an Equal Opportunity Employer and does not discriminate against persons on the basis of race, religion, color, ancestry, age, disability, genetic information, gender, gender identity, gender expression, marital status, medical condition, National origin, sex, sexual orientation, covered veteran status, or any other protected status. Reasonable accommodations will be provided for qualified applicants with disabilities who self-disclose by contacting the Senior Human Resources Manager.

Applicants may visit for more information on SF State's policy prohibiting discrimination, and how to file an online report using the procedures under Executive Order 1096 Revised. Inquiries can be directed to the campus Title IX Coordinator and Discrimination, Harassment, and Retaliation Administrator by calling (415) 338-2032 or emailing

San Francisco State is a 100% Smoke/Vapor-Free Campus. Smoking or Vaping of any tobacco/plant-based substance is not permitted on any University properties.

The person holding this position may be considered a "mandated reporter" under the California Child Abuse and Neglect Reporting Act and is required to comply with the requirements set forth in CSU Executive Order 1083 as a condition of employment.

This position may be a "designated position" in the California State University's Conflict of Interest Code. The successful candidate accepting this position may be required to file Conflict of Interest forms subject to the regulations of the Fair Political Practices Commission.


Appointment Type*
This is a one year probationary position.
Time Base*
Full-Time (1.0)

Work Schedule*
Monday to Friday; 8 a.m. to 5 p.m.

Anticipated Hiring Range*
$4,015.80 - $4,462.00 per month ($48,189.60 - $53,544.00 annually)

Salary is commensurate with experience.

Position Summary*
Under the general direction of the Acquisitions Coordinator, works independently under broad guidelines to execute all activities for the ordering of single-title materials not requiring licensing agreements (e.g., books in both print and electronic formats, microforms, scores, and audio-visual materials) for the Library's collections. Serves as the Library's primary contact with commercial vendors for the set-up of monographic purchases; serves as the unit's primary contact with selector librarians for inquiries on policies and procedures regarding monograph orders.

Position Information
Monograph Acquisitions and Management:
- Acts as the Library's primary liaison with publisher and vendors on the local, national, and international level to initiate orders for all single-title materials that do not require licensing agreements: books (both print and electronic format), maps, microforms, scores, and audio visual materials.
- Represents the Collection Management Services (CMS) unit in coordinating monographic orders and processing with selector librarians, with other library units, and with the campus community.
- Develops and maintains a thorough knowledge of the "GOBI" system, the external online database of the library's major monograph vendor.
- Develops and maintains a thorough knowledge of ALMA, the integrated library system (ILS) database, to perform complex bibliographic searches and to execute order file downloads from the vendor server for the creation of bibliographic and order records.
- Utilizing a variety of systems and methods, places orders for titles requested by selector librarians.
- Performs complex searches within the ILS to determine whether the title is represented in the library's collection (or a variant or in part), to identify duplicates, and to review orders for cancellation or approval with regard to varying editions and/or serials holdings.
- Performs complex searches of the OCLC or online bibliographic utility, identifies appropriate Library-of- Congress-supplied cataloging copy if available, and downloads bibliographic records not available from vendor sites.
- Creates bibliographic and order records within the ILS for which no online records are available from external databases and inputs bibliographic/order fields and notes.
- Researches vendor alternatives and uses independent judgment and expertise to evaluate which sources will provide the best price, service, discount, or availability for fulfillment of orders.
- Responds to faculty inquiries and provides status reports on individual titles in over 70 funds.
- Handles problem orders and special processing requests (e.g., titles from foreign or specialized publishers; requests for expedited handling).
- Monitors order record status from vendor reports, tracks timely receipt of materials, performs regular claimcycles, troubleshoots faulty transmissions, claims or cancels orders not received or reported on in a timely fashion, and updates records for status on delayed shipments.
- Develops and maintains comprehensive and specialized knowledge of subaccount structures within the YBP/GOBI Export software utilized in electronic ordering to assure correct transmission of files for order placement, correct data for the end-processing of materials, and accuracy of encumbrances and expenditures for monthly accounting functions
- May train or direct staff in ordering procedures and ILS monographic acquisitions functions.

Statistical, Database, and Records Maintenance and Troubleshooting:
- On a daily basis, maintains accuracy of statistical data by verifying the set-up of online order records and by emending incorrect codes created by the automated functions of YBP/GOBI downloads.
-Closely monitors the GOBI Export function and the MARC bibliographic and order record download within the ILS in order to provide accurate statistical information in support of the library's collection development objectives, the GAAP annual audit reports for the University's Fiscal Affairs Division, and annual CSU systemwide statistics.
- Utilizing the ILS software and/or YBP/GOBI software, gathers statistical data for monthly and/or special reports (e.g., reports on code balances, outstanding vs. completed orders, etc.).
- Establishes vendor codes (within the Vendor module of the ILS) to determine monographic processing and vendor record consistency.
- Maintains vendor accuracy (within the Acquisitions Module of the ILS) for fiscal purposes.
- Regularly reviews field codes (within the order records of the ILS) to assure consistency and accuracy of data for expenditure reports.
- On a daily basis, analyzes, troubleshoots, and documents FTP transmission errors.
- Responds to software connectivity failure within the ILS Data Exchanges function for FTP when uploading or downloading files to or from the vendor server.
- Responds to file reception failure between the GOBI database and the YBP server (during FTP order uploads).
- Corresponds with technology librarians at the vendor site to resolve transmission errors.

Fiscal Accountability and Maintenance:
- Uses a University Procurement Card to expedite rush purchases for Reserve Services and for special requests by library faculty.
-Works directly with the Library's Business Officer (AA/S II) to monitor the CMS unit's use of credit on a monthly basis, to balance accounts, and to verify purchases.
- Works with Fiscal Affairs staff in the University's Accounts Payable division when needed to assure accurate protocol regarding procurement card use and procedures.
- Develops and maintains thorough knowledge of tax code regulations for accounts payable purposes.
- Attends training updates when needed to maintain current awareness of the CSU system-wide Common Financial System (CFS).
- Works closely with the Collection Development Coordinator to inform selector librarians of over-expenditures in 70 specific subject areas and field questions regarding ordering procedures.
- As a back-up to the Accounts Payable Officer (LSS III), and to the Receiving program assistant (LSS II), responds to vendor queries regarding forthcoming payments for invoices outstanding and for shipment status.

Development/Design and Assessment of Procedures
- Establishes and regularly updates written procedures for monographic acquisitions functions as new versions of the electronic acquisitions module undergo changes or as new systems are implemented.
- Maintains current written documentation for the initiation and processing of all categories and methods of monographic orders.
- Documents online scripts for FTP transfer and EDIFACT order fife placement on the vendor database software and within the ILS.

Other duties as assigned

At All Times
- Demonstrate behaviors that are in line with the User Friendly Principles (P530C) and Principles of Conduct for a Multi-Cultural University (P30D)
- Demonstrate safe work practices for oneself, others and the office environment.

Minimum Qualifications*
-General understanding of a library's organization structure and key functional operations.
- Basic knowledge of library terminology and bibliographic forms and structures.
- General understanding of library automated systems and the ability to quickly learn and use campus library systems, as well as related on-line catalogs and systems.
- Ability to quickly learn and apply policies and procedures related to assigned functional work area.
- Ability to use standard features of office support technology and standard software packages.
- Demonstrated proficiency in English grammar, punctuation and spelling, including the ability to clearly communicate verbally and in writing.
- Ability to perform standard arithmetic operations.
- Ability to work under minimal supervision to perform assigned work.
- Ability to work within a diverse environment and be service-oriented in working with patrons and other library staff, including the ability to establish and maintain effective working relationships within and outside the library.

Preferred Qualifications
- Excellent written and oral communications skills for working with vendors and colleagues across the library.
- Ability to fully utilize standard and non-standard features of various on-line resources and standard desktop software packages, including word processing and spreadsheets.
- Strong organizational and interpretive skills to oversee all aspects of the program for monographic orders.
- Thorough knowledge of operations, policies, procedures, and technologies for the acquisition of materials in an academic library.
- Thorough knowledge of library's collection, its organization, terminology, classification schemes, and catalog.
- Thorough knowledge of the relationship between the acquisitions unit and other library units such as cataloging, reserve services, and document delivery services.
- Thorough knowledge of library accounting and budget procedures and allocation processes and ability to apply this knowledge to handle vendor accounts.

Demonstrated ability to:
- Use independent judgment and discretion in applying rules, regulations, and procedures within the framework of established library policies.
- Ensure a high level of accuracy through a thorough attention to detail.
- Establish, prioritize, and modify/adapt procedures in the light of experience.
- Perform complex online bibliographic searches.
- Create bibliographic records.
- Investigate and analyze problems, interpret information, and demonstrate initiative and resourcefulness in proposing workable solutions.
- Both work independently with minimal supervision as well as to work cooperatively with others both within and outside the Library.
- Assist in the implementation of online library and vendor systems.

Previous experience with:
- Commercial book vendors and publishers.
- Procurement card protocol for acquisitions functions.
- Accounts payable invoicing and tax code regulations.
- ALMA Acquisitions and Cataloging modules.
- OCLC bibliographic utility.
- GOBI database (Yankee Book Peddler).
- Publisher websites and online catalogs.

Core Competencies - embody the following competencies:
- Bias toward collaboration and teamwork.
- Effective communication across a variety of venues.
- Customer/Client Focus with an emphasis in problem solving and resolution.
- Personal effectiveness and credibility as demonstrated by interpersonal and professional confidence.
- Diversity and inclusion.

License/Certification Required
The person holding this position is considered a 'mandated reporter' under the California Child Abuse and Neglect Reporting Act and is required to comply with the requirements set forth in CSU Executive Order 1083 Revised July 21, 2017 as a condition of employment.

This position may require 6-8 hours of computer work daily.

Pre-Employment Requirements
This position requires the successful completion of a background check.

Eligibility to Work*
Applicants must be able to provide proof of US Citizenship or authorization to work in the United States, within three business days from their date of hire.

Threaded through our Total Compensation package is a commitment to Bridging Life's Transitions. SF State is committed to providing our employees with a comprehensive program that rewards efforts that are appreciated by your colleagues, students and the customers we serve.

We offer a competitive compensation package that includes Medical, Dental, Vision, Pension, 401k, Healthcare Savings Account, Life Insurance, Disability Insurance, Vacation and Sick Leave as well as State Holidays and a dynamic Fee Waiver program, all geared towards the University's commitment to attract, motivate and retain our employees.

CSUEU Position
Eligible and qualified on-campus applicants, currently in bargaining units 2, 5, 7, and 9 are given hiring preference.

How To Apply

Submit an online application and upload in one file attachment your resume, cover letter, describing your specific qualifications for each position AND three (3) professional references who can comment upon your education and/or job related experience.


The Human Resources office is open Mondays through Fridays from 8 a.m. to 5 p.m., and can be reached at (415) 338-1872.
Closing Date/Time: Open until filled

Job Address

San Francisco, California 94132 United States View Map