Acquisitions Specialist

Description

HCLS is looking for Acquisitions Specialist to join its Materials Management team! 

The Acquisitions Specialist is responsible for managing and overseeing all vendor invoices and activities in the Materials Management department. This position ensures the accuracy of procurement transactions, maintains accountability for vendor payments, resolves discrepancies that could disrupt operations, and supports efficient inventory and financial management. Through strong attention to detail and cross-functional collaboration, this role helps reduce risk, control costs, ensure uninterrupted business operations, and safeguard the organization's financial integrity. 

ESSENTIAL DUTIES :

• Process invoices and prepare payments for materials purchased for the collection
• Search the automated system (Polaris) for purchase orders and invoices
• Prepare and distribute invoices accurately and in a timely manner
• Reconcile material shipments and invoices, investigate discrepancies, and resolve billing issues.
• Verify vendor confirmation of orders and maintain accurate and complete vendor invoices and supporting documentation.
• Track, monitor, and resolve order-fulfillment issues
• Verify order status and prepare corresponding payment vouchers as necessary
• Verify and track deadlines and pricing terms as needed
• Works and collaborates closely with several stakeholders (the Selectors, the Processing Supervisor, Financial Reporting Manager, Financial & Procurement Analyst, and Accounts Payable Specialist) to ensure mission and goals are met
• Provide backup support for Materials/Acquisition Specialist
• Provide backup and support for Processing and Marina tasks (ILL) when needed
• Assist Selector with projects when needed
• Assist with special projects and collections such as DIY, Art, Video Games, Toys, Memory Care Kits, etc.
• Perform other duties and projects as assigned
• Maintain regular and predictable attendance
• Adheres to all policies and procedures

Requirements

Education, Experience, and Skills

• Associate degree required; four-year degree a plus
• Knowledge of Polaris system a plus
• Bookkeeping experience preferred
• 1-2 years of accounts receivable, accounts payable, and billing experience
• 3-5 years of customer service experience
• Strong attention to detail and organizational skills
• Analytical, organizational, and problem-solving skills
• Demonstrated passion for investigating problems and analyzing information
• Ability to understand and retain detailed instructions
• Ability to input and retrieve data accurately
• Computer proficiency (Ability to use programs and applications such as the Internet, Office 365 tools, and specialized online databases)
• Demonstrated ability to work collegially and collaboratively with people of culturally diverse backgrounds
• Demonstrated grace while managing a variety of duties and deadlines
• Demonstrated ability to be positive, adaptable, and forward-thinking

Physical Standards

• Job allows for some variance in work routine and considerable amounts of standing, walking, bending, reaching, pushing, pulling, and sitting
• In addition, some strenuous activity is required, such as carrying bags or boxes of books or arranging rooms for classes and events.

Additional Information

• Position located at the Administrative Branch
• Grade 4; Salary $20.83 - $36.52/hour
• Works under the supervision of the Director of Collection Development
• Part-time; 20 hours per week, typically Monday - Friday between 9 am and 5 pm
• Position closes Wednesday, August 12, 2026 at 4 PM

EEO STATEMENT

Howard County’s diversity is its greatest asset. Howard County Library System embraces its multi-cultural and multi-ethnic character. All communities, including communities of color and immigrant communities, are fundamental to our spirit of service, workforce and long-term success. Equity and empowerment are top priorities. We believe all Howard County residents must have equitable opportunities to reach their full potential and share in the benefits of community progress. Among our goals is for our workforce to reflect the community it serves. We are actively working to eliminate racial and other disparities and welcome candidates with diverse backgrounds and/or multicultural skill sets and experiences. Howard County Library System takes pride in providing equal employment opportunities.