Catalog Assistant III Grade C

    Clerical and Technical generic job description

    Family: Library
    Job Code: 964 

    Representative duties:

    • Processes new and added copies of monographs and serials using supplied bibliographic data; revises authority records and resolves conflicts in authority headings. May correct or update records
    • Searches and verifies bibliographic data with incomplete information or source material in catalogs, reference sources, files and data bases
    • Organizes and arranges collections of materials
    • Instructs, revises work and provides work direction to staff. May assist in the coordination and distribution of work
    • Performs clerical functions incidental to library activities

    The job duties listed above are representative and characteristic of the duties required and the level of the work performed in the job title. The duties will vary from incumbent to incumbent in the job title.

    Required knowledge:

    • General knowledge, high school level; detailed but narrow knowledge in one or more work-related areas; general acquaintance with a broader field of knowledge
    • Limited knowledge of University organizational policies and procedures generally; detailed knowledge of a narrow area of University rules and procedures

    Required skills:

    • Extracts and compiles a narrow range of data from written sources, from individuals by asking set questions, or from one or several given data bases; coding based on prescribed simple standards
    • Extensive routine and non-routine use of a major library catalogue or reference database
    • Classifies material for filing: use of straightforward or complex filing system
    • Understands more complicated written instructions, memoranda, policy statements, etc.
    • Writes short informal notes, fills out simple forms
    • Regular, skilled use of more complex machines, including word processors or personal computers

    Office and administrative skills:

    • Keyboards materials that regularly include medical or legal terminology or foreign languages
    • Enters and retrieves data from semi-finished source documents on a personal computer, requiring both some interpretation of the source document and a basic understanding of software parameters
    • Schedules appointments in allotted times
    • Refers callers and visitors to the appropriate individual

    Experience, education and formal training:

    • Four years of related work experience, two of them in the same job family at the next lower level, and a high school level education; or two years of related work experience and an Associate degree; or an equivalent combination of experience and education

    Complexity and organization:

    • Wide variety of complicated job tasks that require coordinating numerous processes/methods
    • Occasionally coordinates or organizes the work of others

    Interpersonal relations:

    • Some involvement outside immediate work unit
    • Offers or obtains basic information or provides assistance on general matters
    • Understands and conveys more complex messages and instructions, and takes action accordingly

    Supervisory guidelines:

    • Work is subject to general review on an occasional basis
    • Incumbent plans and schedules own work and/or work of others based on the understanding of broadly defined objectives and priorities, supervisor reviews work after completion
    • Instruction provided in only new situations, methods, procedures that are not clearly related to existing tasks and duties

    Independent judgment:

    • Established procedures/policies govern many work situations
    • Regular exercise of independent judgment or initiative
    • Problems solved by using established procedures

    Leadership responsibility:

    • Occasionally provides general orientation to routine policies/procedures
    • Sometimes distributes and monitors work

    Impact and consequence of error:

    • Work affects both outside the work unit and outside the University
    • Errors are somewhat difficult to recognize and correct and can cause harm or financial loss to individuals, departments, and the University or to other individuals and groups

    Working conditions:

    • Slight possibility of safety risks
    • Occasional conflicting demands, time pressures, deadlines or emergencies
    • Regular sustained concentration
    • Some physical effort or dexterity