Library Assistant for Acquisitions

The Acquisitions Assistant II provides administrative and operational support to the Acquisitions Section of the Rizal Library. The position primarily assists in the recording, receiving, and processing of the materials donated to the Rizal Library.

Main Duties and Responsibilities:

• Supports the management of donated materials to the Rizal Library by regularly tracking and accounting for all gifts and donations received by the Acquisitions Section.
• Receives all donated materials from donors or delivery personnel, ensuring proper handover and confirming the donation details before encoding.
• Encodes and records all donated materials in the designated donations database to ensure proper tracking and documentation, ensuring easy access and retrieval of information.
• Prepares and sends formal acknowledgment letters or thank-you notes to donors, ensuring timely communication to donors to express appreciation and confirm receipt.
• Verifies incoming donations against the Online Public Access Catalog (OPAC) to identify duplicates or materials already in the collection.
• Picks up the donated materials if necessary.
• Sends the encoded donation records to the Head for further evaluation and selection for the library's collection.
• Receives the evaluated items from the Head and processes them for physical inclusion in the library collection, including tasks such as stamping ownership marks, attaching security strips, and any other necessary preparations.
• Compiles and prepares Donation Summary reports for review by the Head showing an overview of all donations received during a specific period, including total number of items, estimated value, and donor details.

• Ensures the storage room remains clean and organized, supporting the efficient management of donated materials and other resources.
• Provides assistance to library visitors, recipients, and donors by addressing inquiries related to the donation process.
• Performs essential administrative tasks such as running errands, including handling checks or making cash deposits, to support the day-to-day operational needs of the section.

III. Performs other duties as may be assigned by the immediate supervisor, or any authorized representative.

Knowledge, Skills, and Abilities:

• Knowledge of Library Operations and Standards: Demonstrates basic knowledge of library operations and adherence to industry standards.
• Administrative/Clerical Support Skills: Proficient in performing administrative tasks such as filing, encoding, and record-keeping with accuracy and efficiency.
• Technological Savvy: Skilled in using various technological platforms and software applications, with the ability to quickly adapt to new systems and tools as needed.
• Attention to Detail and Organizational Skills: Excellent attention to detail and strong organizational abilities to ensure thoroughness, accuracy, and streamlined workflows.
• Communication Skills: Effective oral and written communication skills, capable of conveying information clearly and concisely to colleagues, supervisors, and other stakeholders.
• Interpersonal Relations Skills: Strong ability to build and maintain positive relationships with internal and external stakeholders, contributing to a collaborative work environment.
• Customer Service Excellence: Committed to delivering exceptional customer service by addressing the needs of library users professionally, courteously, and efficiently.

Education and Experience Requirements:

• Graduate of any Bachelor's Degree.
• With at least 1 year of relevant work experience.