1. Acquisitions. Responsible for sourcing, ordering and receiving materials for the library and various college departments. Ensures an even ordering process throughout much of the fiscal year.

Before orders are placed, searches for requested materials using manual and online sources to verify and complete order data and ensure duplicates are not requested; communicates search results to the Collection Development or Serials Librarian using online vendor order tracking software and email;

Initiates orders using the integrated library system (ILS), encumbering costs against various fund codes to enable budget management;

Sends orders to vendors and publishers using Electronic Data Interchange (EDI), vendor websites, email, fax, mail or phone;

Tracks and expedites orders using vendor online information systems, EDI status reports, emails, phone calls, etc., and updates order records as needed;

Receives materials (includes unpacking boxes, checking for damage, entering ILS data, etc.); for library materials, prints order slips to attach to items and prepares items for cataloguing;

Ensures new material is made available to the Collection Development or Serials Librarian for review prior to cataloguing;

Receives invoices and credit memos; matches invoices and credit memos to appropriate orders, inputs payment data into the ILS, identifies college account codes for payment/credit; forwards coded/completed invoices and credit memos to Finance;

Communicates and negotiates with vendors and publishers regarding material availability, price quotations, delivery, substitutions, back orders, claims for overdue materials, returns of incorrect or damaged shipments, discrepancies in invoices or credit memos, order cancellations, etc.;

Manages the vendor database in the ILS and vendor data kept in manual files;

Runs various ILS database reports on a regular basis looking for data errors and corrects as needed;

Responsible for preparing and shipping serials and monographs to external vendor for binding;

Archives and purges order records from the ILS on a yearly basis;

Assists with fiscal year end activities including accounts and activities reporting, and fiscal close of accounts in the ILS.

2. Cataloguing. Responsible for recording a detailed description, performing subject analysis and classification for each item (physical or electronic) acquired by the library or to be accessed through the online library catalogue (e.g., Amelia Douglas art collection digital records, etc.) to enable students/faculty to find and access material relevant to their needs.

Catalogues all material types/formats including, but not limited to: print monographs, e-books, videos, DVDs, CDs, streaming videos, maps, musical scores, government documents, serials, websites, etc.;

Adds, updates, enhances, and corrects bibliographic records in the ILS following national, international and local cataloguing standards and practices;

Performs subject analysis and classification of materials using national and international standards to determine and communicate the intellectual content of the curriculum-based library collections;

Adds, updates and deletes item and authority records in the ILS to allow for circulation, inventory control and improve access to library material;

Monitors external publications such as the Library of Congress Cataloging Services Bulletin and updates the authority database with the changes required by such sources;

Reviews and manages the ILS’s weekly “URL Verification” report, investigating and correcting broken URL links in bibliographic records as needed;

Under the direction of the Operations Supervisor and liaising with the Technical Services Librarian, keeps up to date on changes to cataloguing standards/rules, investigates implications of standards/rules changes, and recommends database updates and/or procedure updates.

3. Data Sharing.

Performs batch downloads of bibliographic (e.g., for electronic serials, digital collections, etc.) and authority records from vendors and library partners, and applies global updates as needed to these records in order to correct or enhance content for Douglas College;

Performs batch uploads of bibliographic records to external library partners (e.g., OCLC, Library and Archives Canada, B.C.’s Outlook Online, etc.) and uses partner online information systems to investigate and correct errors which occur during batch uploads.

4. Processing and Repair. Responsible for preparing all items acquired by the library for use by the College community to ensure the security and physical protection of the material and enhance its accessibility.

Processes all library materials (e.g., producing and attaching labels/barcodes, inserting security strips, packaging, laminating covers, etc.), including AV equipment;

Trains other library staff or student assistants to perform processing and repair activities as needed;

Develops and implements workflow process and communicates with the college’s Printing Department when library materials need to be sent for printing and/or simple binding;

Repairs library materials (e.g., repackaging, relabeling, gluing, re-covering, cleaning discs, etc.);

Tracks processing supplies inventory and requests new supplies as needed;

Manages and monitors the status and setup of laminators, Collibri and Thermabind equipment, reporting service issues as needed, and ensures the safe operation of such equipment on a daily basis

5. Workflow Maintenance and Reporting.
Coordinates acquisitions, cataloguing and processing workflows with other Library Technicians;

Creates and updates standards and procedures for Technical Services activities; works with library supervisors and librarians to develop standards and procedures that ensure public service requirements are met;

Records and reports statistics on activities;

Arranges for the physical disposition or disposal of items withdrawn from the library collection.

Performs other duties as assigned.

Backup for monthly budget reporting, monthly credit card bill verification, account coding, and Banner invoice entry verification duties of the Operations Supervisor;

May perform duties at the circulation desk or other public service locations (see Library Technician – Public Services job description for job duties and tasks);

May backup duties for staff in public services;

Participates in division meetings, projects and committees;

Reports all safety concerns, assists with emergency procedures;

Other duties as may be required or may emerge.

Experience with library information systems, preferably FOLIO, using a variety of functions including acquisitions, cataloguing, serials, circulation, OPAC; Z39.50 searching; LC’s Classification Web product and Authorities website; other online bibliographic and authority databases including WorldCat, AMICUS, LC, Outlook Online, A-G Canada, etc.

Demonstrated working knowledge of library acquisitions procedures and terminology in all material formats including serials. Working knowledge of publisher and vendor practices, bibliographic tools and databases.

Good working knowledge of routine office systems and procedures including the ability to organize and maintain electronic and manual filing systems (records management).

Demonstrated intermediate knowledge of a variety of computer applications including Microsoft Word, Microsoft Excel, Email; operating systems, networks and knowledge of the Internet.

Ability to operate and troubleshoot standard business equipment such as photocopiers, fax machines, personal computers, printers, calculators and related library equipment.

Advanced-level data entry; demonstrated ability to type 45 w.p.m.; experience creating and editing digital documents; numeric data entry proficiency at an intermediate level.

Proven ability to communicate courteously and effectively with faculty, staff, administrators, students, vendors as well as the general public; ability to explain acquisitions and cataloguing policy and procedure to others.

Ability to work with a minimum of direct supervision including establishing priorities, achieving deadlines and functioning well under pressure in a high-volume environment; ability to adapt to and work within a changing environment.

Ability to work at a computer workstation and handle library materials for extended periods of time.

Ability to collect, generate, gather and report relevant statistics.