Library Acquisitions & Accounts Coordinator (Cleveland)

Thompson Hine LLP, an AmLaw 200 firm consistently recognized for its commitment to Innovation, Inclusion, collaborative culture, is seeking a Library Acquisitions & Accounts Coordinator to join our Cleveland office. This candidate manages all processes related to library's recordkeeping operations, including library materials, invoice processing and troubleshooting with publishers and vendors. Maintains an organized electronic file of paid invoices including image scanning.

Performs daily check-in of newly received Library print materials using electronic Horizon system (Sirsi Dynix), oversees routing of newsletters and journals, and distribution of received print materials to appropriate firm location (11 locations) or Library reserve room shelves.

Electronically circulates print materials to lawyers, and checks materials back into system upon return. Seeks items which have been circulated for an extended period of time by contacting lawyers or checking offices for materials.

ESSENTIAL JOB FUNCTIONS AND RESPONSIBILITIES

• Processes incoming library resources, whether in print (through mail delivery) or electronically using Horizon (Sirsi Dynix) system; routes materials as needed; processes incoming books and sends them to appropriate office (11 geographic locations) or shelves them in Cleveland library. Disposes of outdated print materials and prepares annual capital “Discards Report” for Finance Department and Library Director in December. Conducts exchanges of books from non-Cleveland offices, replacing older materials with newer ones, and retaining some older edition materials in Cleveland Library, which includes changing barcodes and other data in Horizon system.
• Processes invoices for payment of library materials and databases. Tasks include: Manually coding individual invoices according to Finance Department format(s); entering payment data into Access fiscal database; preparing invoices for Director's approval, including department MasterCard monthly invoice; scanning copies of approved invoices and maintaining electronic database of scanned invoice images; and submitting approved invoices to Finance Department in a timely manner for payment.
• Follows up with Finance Department when vendors call requesting payment, if errors have been made in coding by Finance Department, or for other technical reasons.
• Works extensively via phone or email with publishers and other library vendors on invoices, tracking payments received, missing payments, and restoring erroneously cancelled subscriptions. Troubleshoots with vendors for missing items, late invoices, refunds and credits, address changes, incorrect materials received, and other related issues.
• Participates in regular Library conference calls and updates Library Research team on matters related to Acquisitions or cancellation of titles. Works with Researchers in all Library locations on collection development matters and cancellations.
• Perform any other tasks and duties as assigned.

ADDITIONAL DUTIES AND RESPONSIBILITIES

• None

QUALIFICATIONS

Education, Training and/or Experience

• High school diploma or equivalent required.
• 3 – 5 years of bookkeeping experience, as well as knowledge of vendor operations within a company.
• Library recordkeeping experience is preferred.

Knowledge, Skills, and Abilities

• Knowledge of library fiscal operations.
• Knowledge of integrated library systems (Check-in; Circulation; etc.).
• Knowledge of general and business recordkeeping.
• Excellent computer skills in a Windows environment.
• Strong communication and interpersonal skills with the ability to deal with personnel at all levels throughout the firm. In addition, ability to use sound judgment when communicating and establishing relationships with those libraries, agencies, and vendors outside the firm.
• Strong organizational skills with ability to prioritize in a fast-paced environment.
• A welcoming customer service approach to library services is essential.
• Strong initiative and ability to work independently.
• Ability to handle tasks under pressure.
• Regular attendance and punctuality are essential functions of this job.
• Growth mindset to enhance emotional intelligence, empathy and an understanding of inclusion and belonging practices that support managing and collaborating across differences.
• This position requires the employee to work at a specified location and hours determined by the Library Director for the benefit of the department and firm. Changes to the location and/or scheduled hours must be approved by the Director.

Compensation is determined upon the market in which the position is located, the responsibilities of the position, the experience and skills of the applicant, and other job-related factors. The estimated salary range for this Cleveland position is $50,000 to $75,000.

Thompson Hine LLP is an Equal Opportunity Employer that offers competitive wages, and a robust benefits package. Benefit offerings include, but are not limited to, medical, dental, and vision insurance as well as Paid Time Off (PTO).