Inventory Clerk

Description

LAC Federal is seeking a detail-oriented Inventory Clerk to support a specialized microfilm inventory and preservation project at a major federal research library in Washington, DC. The successful candidate will help inventory, identify, inspect, document, and prepare archival master and print-negative microfilm collections for secure storage. This hands-on position combines library technical services, MARC-based metadata verification, integrated library system (ILS) operations, barcode processing, and careful handling of historical research materials. The Inventory Clerk will work closely with the Project Manager and federal library personnel to maintain accurate electronic records, identify preservation concerns, and ensure the integrity and accessibility of important research collections.

Duties and Responsibilities

• Retrieve, organize, transport, and stage microfilm reels from designated shelving and secure storage areas for inventory processing, following established collection handling and security procedures.
• Review, verify, create, and update holdings records (HREC) and item records (IREC) in the library's FOLIO integrated library system.
• Verify bibliographic and inventory information, including titles, call numbers, copy numbers, enumeration, chronology, and item locations, against physical microfilm reels and existing catalog records.
• Apply barcode labels to microfilm boxes, scan barcode numbers into the appropriate electronic item records, and verify accurate barcode-to-record associations.
• Examine microfilm reels to identify acetate and polyester film, vinegar odor, damaged film, defective containers, and other conditions requiring preservation attention.
• Document inventory completion, film characteristics, damaged materials, and processing exceptions using required electronic record fields, inventory markings, and identification flags.
• Maintain accurate batch control slips, inventory statistics, shelf number sequences, and documentation of completed and incomplete work.
• Perform routine quality control checks to identify and correct cataloging, metadata, barcode, labeling, and physical inventory discrepancies.
• Follow established preservation and collection handling procedures, including the use of gloves, secure handling of individual reels, and protection of fragile historical materials.
• Prepare completed and approved microfilm reels for return to secure storage or packing into archival storage boxes for off-site transfer.
• Compile daily and weekly production statistics and assist with monthly and annual reporting on completed reels, processing exceptions, quality control results, and inventory progress.
• Communicate inventory discrepancies, damaged materials, system issues, and workflow concerns promptly to the Project Manager and designated library personnel.

Requirements

• MARC cataloging: Minimum of one (1) year of experience with, or understanding of, cataloging using MARC records for monographs and serials.
• Integrated Library Systems: Demonstrated experience using an integrated library system (ILS) to access, maintain, verify, or update library catalog and inventory records.
• Multilingual collections: Demonstrated experience processing library or archival materials in various languages.
• Communication: Strong written and verbal communication skills, including the ability to communicate inventory discrepancies and maintain accurate processing documentation.
• Statistical reporting: Ability to compile statistical data and produce daily, weekly, monthly, and annual reports of work performed.

Additional operational requirements:

• Ability to work on-site in Washington, DC, during scheduled project operating hours.
• Ability to successfully complete and maintain the federal suitability/fitness determination and facility access authorization required for the position.
• Ability to perform detailed computer-based inventory work and safely handle, organize, and transport microfilm materials in accordance with established procedures, with or without reasonable accommodation.

Preferred Qualification

Ideal candidates will possess several of the following additional qualifications:

• Associate's or bachelor's degree in Library Science, Information Science, History, Archival Studies, or a related discipline.
• Two or more years of professional experience in library technical services, cataloging, collection inventory, archival processing, or preservation support.
• Hands-on experience using FOLIO, including the creation and maintenance of holdings records and item records.
• Familiarity with MARC 21, RDA, OCLC Connexion, or other bibliographic cataloging and metadata standards.
• Experience working with microfilm, microfiche, newspapers, serials, manuscripts, or other historical and special collections.
• Knowledge of microfilm preservation principles, including acetate deterioration, polyester film, vinegar syndrome, and safe handling practices.
• Experience performing physical collection inventories, barcode application, shelf verification, and reconciliation of physical materials with electronic records.
• Experience processing multilingual collections, particularly historical newspapers, foreign-language serials, and international research materials.
• Proficiency with Microsoft Excel, including data entry, sorting, filtering, statistical summaries, and inventory tracking.
• Experience supporting quality assurance activities, identifying metadata discrepancies, documenting exceptions, and maintaining production accuracy in a research library or government environment.

Physical Requirements

• Ability to sit, stand, and walk for extended periods while performing inventory processing, data entry, barcode scanning, and physical inspection of microfilm collections.
• Ability to bend, stoop, reach, and perform repetitive hand and finger movements when retrieving, inspecting, labeling, and organizing microfilm reels and archival materials, including accessing shelving at varying heights.
• Ability to lift, carry, push, or pull microfilm reels, archival storage boxes, and related materials weighing up to 25 pounds, with or without reasonable accommodation.

Benefits

• Health Care Plan (Medical, Dental & Vision)
• Retirement Plan (401k, IRA)
• Life Insurance (Basic, Voluntary & AD&D)
• Paid Time Off (Vacation, Sick & Public Holidays)
• Family Leave (Maternity, Paternity)
• Short Term & Long-Term Disability
• Training & Development

EEO Statement

The company and its subsidiaries are an equal opportunity employer and celebrate the population of differences and does not discriminate in its hiring/hiring practices, regardless of race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, veteran status, or any other characteristic protected by law.

Nothing in this job specification restricts management’s right to assign or reassign duties and responsibilities to this job at any time. 

Critical features of this job are described under various headings above. They may be subject to change at any time due to reasonable accommodation or other reasons. The above statements are strictly intended to describe the general nature and level of the work being performed. They are not intended to be construed as a complete list of all responsibilities, duties, and skills required of employees in this position.

This job description in no way states or implies that these are the only duties to be performed by the employee(s) incumbent in this position. Employees will be required to follow any other job-related instructions and to perform any other job-related duties requested by any person authorized to give instructions or assignments. All duties and responsibilities are essential functions and requirements and are subject to possible modification to reasonably accommodate individuals with disabilities. 

To perform this job successfully, the incumbents will possess the skills, aptitudes, and abilities to perform each duty proficiently. 

Some requirements may exclude individuals who pose a direct threat or significant risk to the health or safety of themselves or others. The requirements listed in this document are the minimum levels of knowledge, skills, or abilities. This document does not create an employment contract, implied or otherwise, other than an “at will” relationship.