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Acquisitions and Cataloging Specialist

Apply now Job no: 532699
Work type: Staff
Location: Monterey Bay
Categories: Unit 9 - CSUEU - Technical Support Services, Probationary, Full Time, Library, On-site (work in-person at business location)

Classification:  Library Services Specialist III
Hours:  Full-time / 40 hours per week  
FLSA:  Non-exempt  

Anticipated Hiring Salary Range:  $4,500 - $4,820* mo.
CSU Salary Schedule
*CSUMB provides pay scales representing its good faith estimate of what the university reasonably expects to pay for this position. The pay offered to a selected candidate will be determined on factors such as (but not limited to) the scope and responsibilities of the position, the qualifications of the selected candidate, departmental budget availability, internal equity, and CSU systemwide pay for comparable jobs.

Priority Screening Date: November 8, 2023
Recruitment Status:  Extended


California State University, Monterey Bay is a mid-sized university in California’s Central Coast that grants undergraduate and graduate degrees. Powered by an inspiring Founding Vision Statement, CSUMB is part of the nation’s largest four-year public university system, California State University, which educates nearly 460,000 students every year. 

With a vibrant, diverse student body of over 7,000 students, CSU Monterey Bay is both a Minority Serving Institution and a Hispanic Serving Institution. Our staff and faculty transform students’ lives with a focus on student success and engagement through experiential learning, service learning, and a strong emphasis on multicultural and global perspectives. CSUMB’s sustainability goal is to be carbon neutral by 2030. 

The university’s Strategic Plan prioritizes inclusive excellence through recruiting and investing in developing a diverse body of faculty, staff and administrators. Many appreciate living and working close to the shores of beautiful Monterey Bay, with easy access to recreational areas from Big Sur to Santa Cruz. Nearby opportunities for collaborative research include working in the Monterey Bay National Marine Sanctuary and Silicon Valley, and with colleagues at local research universities, including UC Santa Cruz and Stanford University.

As one of the 23 campuses in the CSU system, CSUMB offers excellent benefits, including access to below-market-rate rental housing on East Campus, and competitive salaries for faculty and staff. With proximity to the San Francisco Bay Area and San Jose, opportunities for faculty, staff and students are as endless as the shores of the nearby Pacific Ocean.


Under the general supervision of the Library Dean, the Acquisitions and Cataloging Specialist performs specialized technical and paraprofessional duties for the following library functions: acquisitions, cataloging services, serials management, and materials preparation. The incumbent ensures that library materials are available to CSUMB library patrons in a timely, accurate, and organized manner.

ESSENTIAL DUTIES AND RESPONSIBILITIES include, but are not limited to, the following:

  1. Organize and carry out all acquisitions/materials procurement functions for multiple format content including: identification, ordering, receiving, and processing: monitoring timely receipt and accuracy of materials and notifying vendors/publishers when procurement problems are identified. 
  2. Perform original cataloging of selected library materials when needed; monitor bibliographic records received from vendors to ensure profiles and parameters remain up to date and relevant.
  3. Process vendor invoices for payment including create purchase order and invoice creation in the Alma acquisitions subsystem; collaborate with the Systems Coordinator on subsystem maintenance, trouble-shooting, and report generation.
  4. Retrieve electronic MARC cataloging records from vendors (e.g., SWANK) for new library materials.  Prepare files of records to be batch loaded into the integrated library management system.   Edit records as needed.  Ongoing responsibility for record changes and deletions.  Document and share record retrieval and record maintenance procedures.
  5. Acquire bibliographic records from the Online Computer Library Center (OCLC) bibliographic database for materials in all formats that do not fall within the WorldShare Collection Manager program and upload these records into the online catalog once revised and/or edited to reflect the content received (copy cataloging).
  6. Process library gift materials.
  7. Perform regular catalog database maintenance; identify and delete superseded bibliographic records.
  8. In conjunction with the Library Dean establish budgetary limits and triggers in the integrated library system acquisitions subsystem in order to accurately track expenditures and inform selector librarians of the status of funds available.
  9. Receive and process periodicals and serials in all formats; identify missing items and use appropriate claiming methods to obtain these materials; identify changes in the title or status of standing order serials and periodicals to ensure updated bibliographic records in the integrated library system; troubleshoot serial-related problems; monitor expenditures, verify and process invoices for posting in the acquisitions subsystem.
  10. Advise librarian selectors on the condition of damaged materials, perform in-house repairs, or ship to vendors for rebinding procedures.

Other Functions:

  1. Consult with librarians and other staff members to resolve inter-departmental issues or problems.
  2. Gather statistics and data, maintain and update records, provide reports when requested, and compile monthly and annual CSU library statistics.
  3. Monitor and order supplies for material processing and in-house bindery. Update department procedures as needed.
  4. Perform other job-related duties and special projects as assigned.


Knowledge:  Thorough knowledge of and ability to interpret overall library policies and procedures and an in-depth knowledge of library operations, policies and procedures pertaining to assigned functional area, including a solid understanding of individual work functions and the ability to adapt work procedures.  Thorough knowledge of: external on-line databases, system and resources, including the ability to perform complex on-line searches; institution’s and library’s policies and practices associated with the ethical use of and access to library and on-line resources; all aspects of lead work direction including assisting in employee selection, training employees in new work procedures, assigning work, organizing work flow and establishing priorities, and reviewing work. Working knowledge of: library collection and its organization, as well as classification schemes national standards pertaining to library operations. Library accounting and budget procedures and allocation processes, and ability to apply this knowledge to assist in handling vendor accounts and the budget process.

Skills:  Strong written and verbal communication skills to be able to prepare internal library reports and written and visual presentations on library resources and present them to library patrons, including students. Strong communication and interpretive skills to be able to interview patrons regarding their information needs and guide them in the use of more complex library and on-line resources. Strong organizational skills to oversee and lead work flow in assigned area.

Abilities: Ability to investigate and research more complex problems, including analyzing and interpreting information. Demonstrated expertise in: using library automated system(s), especially subsystem(s) pertaining to the functional area, including database maintenance; creating and correcting bibliographic records. Ability to proficiently use Google suite of apps and products like sheets, docs, and shared drives.


Completion of a high school diploma or equivalent certification and three years of related library and/or clerical experience or an equivalent combination of experience and education.


  • Experience with acquisitions in an automated environment and with copy cataloging on OCLC or similar systems.
  • Working knowledge of national cataloging standards and practices relevant to academic libraries.
  • Knowledge and familiarity with MARC (Machine Readable Cataloging), integrated library systems, such as Alma.
  • Experience transferring various outputs of vendors systems to integrated library systems and subsystems.
  • Strong project management and organizational skills.
  • Demonstrated expertise in creating and correcting bibliographic records.
  • Strong customer service attitude and commitment.


Equivalent to a Bachelor’s Degree and four years of related library experience or an equivalent combination of experience and education. Experience with or knowledge of electronic ordering and invoicing interfaces between local library and vendor systems. Familiarity with other library units/functions. Demonstrated initiative and adaptability to change. Evidence of continuous education and training to enhance skills and knowledge. Technical fluency with Microsoft Office Professional Suite, and Google mail and calendaring. Experience using Alma for technical services work. Experience working with a diverse and multicultural population.


  • All offers of employment are contingent upon the successful completion of a background check (including a criminal records check).
  • The person holding this position will have a duty to report to the Campus Title IX Officer information pertaining to discrimination, harassment, sexual misconduct, sexual exploitation, dating violence, domestic violence, stalking, and retaliation and is required to comply with the requirements set forth in CSU Executive Order EO 1095, EO 1096, and EO 1097​ as a condition of employment.
  • This position has been designated as a sensitive position with:
    • responsibility for the care, safety and security of people (including children and minors), animals and CSU property
    • responsibility or access/possession of building master or sub-master keys for building access
    • access to and responsibility for detailed personally identifiable Level 1 confidential information about students, faculty, staff or alumni that is protected, personal or sensitive as defined in the CSU Information Security Data Classification Standards
  • This position is required to comply with confidentiality requirements outlined in the Department of Education’s Family Educational Rights and Privacy and California’s Educational Code Chapter 13 regarding sensitive student issues.
  • This position is required to comply with confidentiality requirements outlined in the Department of Education’s Family Educational Rights and Privacy and California’s Educational Code Chapter 13 regarding sensitive student issues.
  • This position is designated as a Campus Security Authority (CSA) and will be required to participate in annual training and to immediately forward to the Clery Director all reports of crimes brought to their attention pursuant to the Clery Act and California State Education Code, Chapter 16, of the Donahue Higher Education Act, Section 67380.
  • Ability to lift 40 pounds.


Office environment with standard equipment and tasks. Position requires working at a computer and desk for extended periods of time.  May require travel between campus offices and off-campus locations.

The health and safety of our students, faculty, and staff remain our highest priority. While on campus, students, faculty, staff, and the community will be expected to follow all campus safety mandates.   


CSUMB offers a premium benefit package that includes outstanding vacation, health, dental and vision plans; membership in the California Public Employees Retirement System (CalPERS); and 15 paid holidays a year. For more information, visit Employee Benefits Summary. As a perk, the University Corporation at CSU Monterey Bay provides access to affordable campus housing based on availability; visit Schoonover Employee Housing for more information.


For full consideration, applicants must complete the required online application prior to the priority screen date found at Careers at CSUMB. Application submissions received after the application screening date will be reviewed at the discretion of the University. Materials submitted become the property of CSUMB and will not be returned.

CSUMB is not a sponsoring agency for staff or management positions.

Reasonable accommodations will be provided for qualified applicants with disabilities who self-disclose by contacting Human Resources at (831) 582-3389 or All employees must be eligible for employment in the U.S.


CSUMB hires only individuals lawfully authorized to work in the United States and is an E-Verify employer. In compliance with federal crime awareness and campus security legislation, including the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics, you can view the notice of availability and access the Cal State University, Monterey Bay annual security and fire safety reports at

CSUMB is a smoke and tobacco-free campus.


CSUMB is an Equal Opportunity employer seeking to recruit and support a broadly diverse community of faculty and staff. We value and celebrate diversity in all its forms and strive to foster an inclusive culture built on respect that affirms inter-group relations and builds cohesion. We consider qualified applicants for employment for their anticipated contributions and without regard to race, color, religion, national origin, age, gender, gender identity or expression, sexual orientation, genetic information, medical condition, pregnancy, marital status, veteran status, or disability.

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