Acquisitions Assistant - LTE

Introduction

The Wisconsin Historical Society, considered one of the nation's finest historical institutions, is a State of Wisconsin government agency as well as a mission-driven entrepreneurial organization. The Wisconsin Historical Society (WHS), founded in 1846, ranks as one of the largest, most active and diversified state historical societies in the nation. As both a state agency and a private membership organization, its mission is to help people connect to the past by collecting, preserving, and sharing stories. At its core, WHS believes that increasing the public's knowledge of history has profound societal, cultural, and economic benefit. Its library, archives and collections, historic sites and museums, historic preservation office, and extensive educational programs and community outreach are focused on our vision to enrich and transform lives through unparalleled access to history. Click here for more information about WHS’ mission, vision, and core values.

Position Summary

With general supervision from the Library, Archives and Museum Collections Deputy Director, the Acquisitions Assistant is responsible for coordinating the paperwork associated with purchases and gifts, working closely with vendors, WHS staff members, and the WHS finance team to execute payment efficiently. The Acquisitions Assistant also works closely with the serials department to facilitate new subscriptions, subscription renewals, title changes and claims. This position utilizes Alma acquisitions and cataloging systems, OCLC Connexion Client, Microsoft Office and Google Drive.

Duties

• Assist Finance Department with check processing procedures
• Maintain backup paper invoice file for Acquisitions Department
• Process library acquisitions, including ordering, check-in and invoicing of monographs by using the Alma acquisition system;
• Use established procedures to prepare invoices for payment;
• Accept donor gift materials to the WHS Library for cataloging, transfer, sale, and/or discard;
• Maintain and updates key acquisitions templates and records, including gift acknowledgement letters, invoices, and shipping instructions;
• Assist the Serials Department with serials subscription renewals and claims by creating invoices in Alma, maintaining receipts, contacting the publisher or organization directly and updating Google spreadsheets;
• Assist the Serials Department with the management of new and ceased serial subscriptions

Salary Information

Pay is $15.00 per hour. This classification is in schedule and class 02-09.

Please note this is a Limited Term Employment position so it does not include paid time off or benefits upon hire.

Job Details

A criminal background check will be conducted by WHS prior to an offer of employment to determine if the circumstances of any conviction may be related to the job.

This is a Limited Term Employment (LTE) position and limited to 1,039 hours. This position will be part time and average 20 hours per week.

Wisconsin residency is required for Limited Term Employment positions.

Limited Term Employment (LTE) positions are not civil service classified positions, do not give any rights to permanent civil service classified positions and do not lead to permanent status.

WHS does not sponsor work visas. Any appointment made will be contingent on the applicant being able to prove valid status to work in the United States.

Qualifications

• Knowledge of modern office or library environments, practices, tools, techniques, principles, and technologies, including emerging technologies;
• Experience with software applications in a work/office environment, including MS Office software applications (Word, Excel, Outlook,) and Google Drive;
• Ability to pay close attention to details and to read, interpret, and accurately enter precise data involving numbers, characters, dates, barcodes, etc.;
• Effective problem solving, decision-making, and adaptability to manage competing demands;
• Excellent interpersonal, written, and verbal communication skills;
• Ability to respect, seek to understand, and value individual differences to foster and support a diverse and inclusive team-oriented workplace.

How To Apply

Apply online! To apply, click “Apply for Job” to start the application process. Then, you will access your existing account or to create a new account if you don’t have an account. Once you are logged in, click “Apply for Job.” Follow the steps outlined in the application process and submit your application.

Your letter of qualifications and resume are very important parts of your application and are used during our evaluation process to determine your qualifications as they relate to the job. For instructions on developing your resume and letter of qualifications for your application and what should be included in these materials, click here.

Submitted materials will be evaluated and the most qualified applicants will be invited to participate in the next step of the hiring process.

We are an Equal Opportunity and Affirmative Action employer seeking a diverse and talented workforce.

Questions can be directed to [email protected] or (608) 264-6670

Please see the Frequently Asked Questions for general wisc.jobs user information and technical assistance.

Deadline to Apply

Applications will be accepted until the position is filled.