Library Service Assistant IV Grade D

    Clerical and Technical generic job description

    Family: Library
    Job Code: 969

    Representative duties:

    • Coordinates the work of a unit and/or the day-to-day operation of a small library or a specialized collection. Serves as a primary source of information on established procedures and policies for staff and patrons. May perform a range of public and technical services functions
    • Oversees, instructs, revises, the work or coordinates work activities of staff
    • Provides research assistance to patrons and staff in writing and at reference desk. Interviews patron to determine scope and depth of request
    • Identifies and resolves problems
    • Searches for bibliographic data with incomplete information or source material in catalogs, reference sources, files, and databases
    • Acquires library material that has been recommended by patrons or librarians
    • Oversees a unit budget. Monitors expenditures, reconciles statements and maintains records
    • Organizes special projects
    • Performs 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:

    • Specialized college-level coursework; detailed but narrow knowledge in one or several work-related areas; substantial knowledge of broader field of learning
    • Limited acquaintance with business, accounting, or commercial procedures
    • Working knowledge of University organizational policies and procedures generally; detailed knowledge of one or several narrow areas of University rules and procedures

    Required skills:

    • Extracts and compiles a range of data from written sources, from individuals by asking questions, or from one or several given databases, limited interpretation of data
    • Extensive routine and non-routine use of a major library catalogue or reference database
    • Classifies material for filing; use of straightforward or complex filing systems
    • Screens complex, technical, or specialized literature for referral
    • Composes and proofreads routine formal letters or memoranda for internal or external circulation
    • Regular, skilled use of more complex machines, including word processors or personal computers

    Office and administrative skills:

    • Keyboards letters, memos and other moderately complex material
    • 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
    • Arranges for and coordinates schedules, appointments, projects, conferences, and major events
    • Advises, screens, and refers callers and visitors

    Experience, education, and formal training:

    • Six years of related work experience, four of them in the same job family at the next lower level, and a high school level education; or four years of related work experience and an Associate degree; or little or no work experience and a Bachelor degree in a related field; or an equivalent combination of experience and education

    Complexity and organization:

    • Wide variety of complicated job tasks requiring coordinating numerous processes/methods
    • Primary responsibility of job is to coordinate and organize the work of others

    Interpersonal relations:

    • Ongoing involvement outside immediate unit
    • Offers or obtains specialized information and provides assistance on complex matters
    • Officially represents someone, whether a supervisor, faculty member, or the University

    Supervisory guidelines:

    • Work may or may not be reviewed
    • 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 only in very rare instances

    Independent judgment:

    • Established procedures/policies govern some work situations
    • Regular exercise of independent judgment or initiative
    • Problems solved by choosing solutions from among several alternatives that are not necessarily governed by established procedures

    Leadership responsibility:

    • Occasionally provides work guidance or orientation for non-routine procedures/policies
    • Distribution and monitoring of work is a primary responsibility

    Impact and consequence of error

    • Work has significant impact both on more than one department outside the University
    • Errors are somewhat difficult to recognize and correct and can cause considerable 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

    Example 1

    General purpose:

    Under the general direction of the Government Information Librarian, in conjunction with the Lead Library Services Assistant, perform the duties related to the reference support, acquisition and bibliographic control of the collections and resources of the Government Documents and Information Center.

    Essential duties:

    • Staff the Government Documents and Information Center’s reference desk. Assist readers in the use of the collections and resources; interview readers to determine most appropriate source and format to: a) identify a specific item; b) provide information or data requested; or c) suggest a strategy for finding information.  Advise, screen and refer users to the Center’s librarians or to other Yale and non-Yale librarians and resources
    • Create, maintain and update bibliographic records in Voyager database for materials and resources in the United States Federal government collection and/or one of the other depository collections (European Union, United Nations, Canadian Federal, or Food and Agriculture Organization). Perform retrospective cataloging of collections by converting manual bibliographic and holdings information to machine-readable form using copy from national bibliographic utilities or local resource files
    • Acquire materials that have been requested by readers or librarians from commercial vendors, government agencies or subscription services. Maintain deposit accounts as necessary
    • Assist in the preparation of departmental reports. Extract and compile a range of data from printed or electronic statistics forms used by the department. Exercise independent judgment and initiative in the identification of areas needing statistical analysis
    • Receive, process and claim depository materials and serves as contact for one or more of the Center’s depository collections
    • May on occasion be asked to adjust schedule to cover essential services being offered outside the normal workweek
    • Perform additional duties as assigned or required

    Experience and training:

    • Six years of related work experience, four of them in the same job family at the next lower level, and a high school level education; or four years of related work experience and an Associate degree; or little or no experience and a Bachelor degree in a related field; or an equivalent combination of experience and education
    • Experience with online library management system; basic knowledge of word processing spreadsheet applications, and electronic mail
    • Previous experience must demonstrate ability to organize and prioritize work, to complete tasks effectively and efficiently, and to exercise sound judgment
    • Preferred: Social science background; experience in working with government information, and experience with Voyager

    Skills and abilities:

    • Excellent interpersonal skills; must be able to handle people in a courteous and professional manner
    • Excellent communications skills
    • Ability to climb ladders and push book trucks. Working conditions sometimes involve dust and mold
    • References must indicate reliable attendance and punctuality, accuracy, and attention to detail, consistency and dependability in performing work assignments and following detailed procedures, and diligent performance

    Example 2

    General purpose:

    The incumbent will work under the supervision of the Forestry and Environmental Studies (F&ES) Librarian, performing a range of duties that include coordination of the day-to-day operation of the library and performing technical services functions. In addition, the Library Services Assistant IV will oversee circulation and will provide training and work direction for other staff and student assistants.

    Essential duties:

    • Coordinate the work and/or the day-to-day operation of the F&ES Library. Serve as a source of information on established procedures and policies. Oversee, instruct, and coordinate activities of staff and student assistants. Schedule and train casual employees. Has charge of Library in the absence of the Librarian
    • Oversee all aspects of circulation including scheduling and training of student desk workers, resolving patron problems, maintaining patron records, and updating training and procedures manuals. Also communicate with faculty regarding course reserves and implement procedures and workflow for reserves operation. Process reserve items when necessary
    • Search for bibliographic data in a variety of databases and print resources; create ORBIS records and process orders for monographs and serials. Receive all monographs, including gifts, and determine appropriate cataloging track
    • Process all invoices for library materials (monographs and serials), supplies, and services
    • Identify ORBIS technical services problems and resolves them with the help of appropriate staff from the Science Libraries or SML. Notify appropriate technical support staff within the Office of Information and Library Systems at the School Forestry and Environmental, the Science Libraries, or the SML Systems Office of computer problems and follows up to assure that problems are resolved
    • Maintain collection by coordinating or providing work direction for shelving, transfer projects, binding, and identification of items needing preservation
    • Assist readers in finding materials using ORBIS, various other electronic resources, the card catalog, and standard reference works
    • Receive and distribute mail from U.S. Postal Service, Campus Mail Services, and the Yale University Library Delivery Service
    • Provide troubleshooting for photocopier and printers. Instruct patrons on the use of slide-making machine and microfiche reader

    Experience and training:

    • Six years of related work experience, four of them in the same job family at the next lower level, and a high school level education; or four years of related work experience and an Associate degree; or little or no work experience and a Bachelor’s degree in a related field; or an equivalent combination of experience and education
    • Extensive experience with ORBIS, experience with Voyager, or a similar integrated library system

    Skills and abilities:

    • Accurate typing skills
    • Strong interpersonal skills. Ability to communicate tactfully and effectively with patrons and other staff. Ability to train others. Demonstrated commitment for providing high quality customer service
    • Demonstrable record of reliable attendance and punctuality, accuracy and attention to detail, and diligent performance
    • P.C. experience
    • Preferred: Experience with word processing and spreadsheets. Experience with Windows NT or Windows 2000