Library Support Specialist

Reporting to the Student Technology and Library Services Manager, the Library Services Specialist manages budgetary, purchasing, and operational functions for the campus libraries. This position ensures effective coordination of budget processes, purchasing activities, record management, and departmental operations in accordance with college policies and procedures, working in collaboration with the Director of Library Services and the Student Technology and Library Services Manager.

• Assist in the management, development, monitoring, and reconciliation of the libraries’ annual budget by tracking expenditures across multiple accounts, maintaining accurate financial records, and preparing summaries and reports for budget managers’ review and decision-making.
• Initiate and process requisitions for library books, materials, supplies, subscriptions, and services; maintain purchasing records and monitor activities to ensure timely payment and completion of purchases.
• Prepare and process invoices and budget transfers, reconcile monthly departmental credit card statements, and complete fiscal year-end reconciliation of all departmental expenditures.
• Coordinate with external vendors to obtain quotes, request necessary documents, verify purchasing agreements and licensing requirements, and resolve billing or shipment discrepancies.
• Organize and maintain records of active library contracts, subscriptions, agreements, and renewals; monitor expiration dates to ensure timely renewals and uninterrupted access to resources.
• Serve as a liaison between the Libraries and Finance Department, IT, and other college units to address budget and purchasing questions and ensure compliance with institutional policies.
• Provide support for departmental operations, including managing calendars, coordinating meetings, arranging travel, and submitting service requests.
• Coordinate internal and external departmental correspondence, documentation, reports, and operational updates; compile and organize data to support the creation of statistical and evaluative reports that demonstrate library impact and inform planning and assessment.
• Develop and maintain organizational and tracking systems to monitor purchases, renewals, budget activity, and administrative tasks to ensure accuracy, timeliness, and operational efficiency.
• Contribute to a collaborative and service-oriented culture through professional development, training, and participation in college-wide initiatives.
• Participate in cross‑training and provide support for front‑facing library services as needed, serving as a backup during peak times or staff absences to ensure consistent library operations.

Perform additional duties as assigned by the Student Technology and Library Services Manager or the Director of Library Services.

• High School Diploma required.
• Three years of experience in an academic library or related environment required; experience in a budgeting or purchasing role preferred.
• Experience with accounting and budget processes and familiarity with budget software required; experience with Banner or Questica preferred.
• Strong organizational and time management skills required.
• Experience with personal computing and web‑based applications required; familiarity with Integrated Library Systems (ILS) preferred.
• Ability to work independently and establish cohesive working relationships required.
• Excellent customer service and interpersonal skills; strong written and verbal communication skills, including the ability to communicate effectively via email, in person, and on the telephone, are required.
• Understanding of and commitment to the community college library’s role in serving students and the broader community.

Waubonsee Community College, Kane County