Join our team: We're looking for an Order Specialist!

Job Posting: Order Specialist

Position number: 00108105

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About the Organization

NC LIVE serves as a public-private partnership, supporting 200 member libraries and their communities across the state. NC LIVE offers free electronic access to resources for all ages on topics ranging from careers, business, and investing, to health, history, and genealogy. All North Carolinians may use NC LIVE resources through local public libraries, community colleges, or college and university libraries. Contact your local library for free access to NC LIVE resources. For more information about the Libraries, please see http://www.nclive.org/about

Carolina Cooperative Library Services (CCLS) is a new cooperative purchasing service available to all libraries and K-12 schools in North Carolina and South Carolina. CCLS will save libraries time by centralizing the negotiation, licensing, ordering, renewal, and invoicing elements of e-resource and software procurement. CCLS will save libraries money by negotiating exclusive bulk discounts on relevant e-resources and software. For more information about CCLS, please see: http://carolinacooperative.org/

Essential Job Duties

The Order Specialist plays an important role in the success of the Carolina Cooperative Library Services (CCLS) by ensuring the integrity of all related accounting functions. This includes verifying the accuracy and timeliness of renewal notices, invoices, and payments between vendors and participating institutions. It also includes monitoring the overall workflow of CCLS to ensure that any delays are addressed.

This position will create new processes and procedures to improve the workflow for vendor transactions, institution transactions, legal transactions, and customer service. This position will also be responsible for preparing documentation for these procedures. The Order Specialist also performs customer support via email, chat, and phone, helping participating vendors and institutions use the service.

Specific duties of the Order Specialist will include, but are not limited to:

  • Compiling new orders and renewal orders.
  • Verifying and sending purchase orders to participating vendors; submitting paperwork to the NC State University Controller’s Office for issuing payments to vendors.
  • Initiating renewal notices to libraries.
  • Handling invoicing, payments, and registrations for CCLS member institutions.
  • Auditing pricing data and subscription orders for accuracy before they are finalized.
  • Processing new MOUs from participating institutions; routing licenses for signature and record-keeping.
  • Notifying legal partners when licenses are ready for review.
  • Monitoring and proactively address delays in the CCLS workflow; and providing first-level customer support to participating vendors and institutions.

Required Qualifications

  • High School Diploma or equivalency and one year of experience in accounting work; or equivalent combination of training and experience.
  • Experience with academic-library acquisitions practices
  • Ability to interpret and apply complex rules for description and access
  • Ability to work with multiple, complex systems
  • Demonstrated ability to locate, analyze, and interpret data contained in complex online systems
  • Attention to detail, time-management, and organizational skills
  • Very good written and oral communication
  • Excellent interpersonal skills; ability to establish and maintain effective work relationships
  • Strong problem-solving skills
  • Demonstrated openness to change
  • Ability to meet high service standards in all interactions (in-person, by telephone, via e-mail or online)
  • Ability to make appropriate decisions and exercise good judgment.
  • Ability to interpret and explain a wide variety of policies and procedures, varying from basic to complex, to internal customers
  • Aptitude for independently learning new and more effective ways of solving problems; interest in exploring and using the more advanced features of familiar tools
  • Ability to maintain confidentiality

Preferred Qualifications

  • Bachelor’s Degree in Business Administration, Finance or Accounting
  • Current computer skills including proficiency with word processing, e-mail, web browsers, presentation software, and spreadsheets or databases; ability to learn new technologies
  • Experience managing financial processes (accounts payable & receivable)
  • Strong grammatical skills and ability to compose, edit, and proofread
  • Ability to work independently as well as part of a team
  • Demonstrated ability to be flexible and adapt to changing priorities and demands
  • Demonstrated ability to locate, analyze, and interpret data contained in complex online systems

Application Process

In addition to your application please submit a resume, cover letter, and the contact information for at least four professional references. Please make sure that the work history listed on your application is identical to the work history listed on your resume.

If no applicants apply who meet the required competency level and training & experience requirements, then management may consider other applicants. Salary would be determined based on competencies, equity, budget, and market considerations.

NC State University is an equal opportunity and affirmative action employer. All qualified applicants will receive consideration for employment without regard to race, color, national origin, religion, sex, gender identity, age, sexual orientation, genetic information, status as an individual with a disability, or status as a protected veteran.

If you have general questions about the application process, you may contact Human Resources at (919) 515-2135 or workatncstate@ncsu.edu. Individuals with disabilities requiring disability-related accommodations in the application and interview process, please call 919-515-3148.

Final candidates are subject to criminal & sex offender background checks. Some vacancies also require credit or motor vehicle checks. If highest degree is from an institution outside of the U.S., final candidates are required to have their degree equivalency verified at www.wes.org or equivalent service. Degree(s) must be obtained prior to start date in order to meet qualifications and receive credit.

NC State University participates in E-Verify. Federal law requires all employers to verify the identity and employment eligibility of all persons hired to work in the United States.