Library Services Assistant I Grade A

    Clerical and Technical generic job description

    Family: Library
    Job Code: 966

    Representative duties:

    • Collects, sorts and shelves library material. Performs a variety of stack maintenance functions. Searches for misplaced books
    • Charges, discharges and renews library material
    • Photocopies materials. Maintains photocopy machines. Sells photocopy cards and calculates charges
    • Provides information on the library services and procedural matters to patrons and staff. Assists in locating materials
    • Formats and keyboards catalog cards, forms, letters, orders and other general correspondences
    • Arranges, files, sorts and stamps catalog cards, slides, photos, order forms and other library materials
    • Maintains files, listings, logs and records of activities
    • Prepares orders, forms, maintains order records for library materials and matches library materials received against order record
    • Using supplied information, enters records into automated systems
    • Plates and labels library materials. Performs simple binding. Prepares library material for binding. May perform simple repairs
    • Opens, sorts and distributes mail and other library material
    • 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 work-related knowledge
    • Limited acquaintance with University organizational policies and procedures

    Required skills:

    • Copies data from standard or easily understandable formats
    • Routine use of a major library catalogue or reference database
    • Files already labeled material using a straightforward alphabetical, numerical or chronological system
    • Understands non-routine notes, written instructions general policy statements
    • Writes short informal notes fills out simple forms
    • Occasional use of machines that require little training to operate

    Office and administrative skills:

    • Keyboard forms, labels, and other simple material
    • Enters and retrieves data from given sources on a personal computer
    • Schedules appointments in allotted times
    • Screens and refers callers and visitors to the appropriate individual

    Experience, education and formal training:

    • One year of related work experience and a high school level education, or an equivalent combination of experience and education

    Complexity and organization:

    • Limited variety of job tasks requiring coordinating steps/procedures

    Interpersonal relations:

    • Ongoing involvement outside immediate work unit
    • Offers or obtains basic information or provides assistance on general matters
    • Understands and conveys simple messages and instructions verbally

    Supervisory guidelines:

    • Work is closely reviewed for adequacy and accuracy daily
    • Supervisor always plans, assigns, and schedules work and defines objectives clearly
    • Instruction provided only in new situations, methods, procedures that are not clearly related to existing tasks and duties

    Independent judgment:

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

    Leadership responsibility:

    • Occasionally provides general orientation to routine procedures/policies

    Impact and consequence of error:

    • Work affects outside immediate work unit, but rarely outside the University
    • Errors are not difficult to recognize and correct and can cause harm or financial loss to individuals, department, and the University, or to other individuals and groups

    Working conditions:

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

    Example 1

    General purpose:

    Under the supervision of the Circulation Supervisors, perform a wide range of circulation and stack maintenance duties. Provide circulation, reserve, stack maintenance, and other access services to readers at multiple locations in Access Services. The position requires flexibility, a positive customer service attitude and the ability to consistently interact with readers and fellow staff with patience and kindness.

    Essential duties:

    • Using a computer workstation, charge and renew library materials; place holds and recalls; record fine payment
    • Sort and shelve library materials according to the Library of Congress and/or special collection classification
    • Straighten, shelf read, and shift materials in the book stacks
    • Collect materials from tables, carrels, drop boxes, and other areas
    • Answer in person, by phone and electronic mail routine questions about circulation rules and procedures, including those related to the personal computer facility. Retrieve circulation and bibliographic information to respond to patron requests
    • Search the shelves for materials to fill patron requests or to locate items needed for reserve. Mark materials with reserve identifiers and/or deliver them to specified reserve locations
    • Check circulation records to account for materials not on the shelf. Set missing statuses for unfound materials. May initiate ordering procedures
    • Deliver and pick up books and mail to and from SML. May be asked to hand deliver materials to other library units or campus addresses
    • Collect monies for fine payments. Record receipt of monies in the cash register
    • Assist with preparing materials for reserve, e.g. course list stamping
    • May explain use and features of photocopying machines, fiche readers, audio cassette players, and/or other hardware needed to use library materials
    • May assist in the process for billing unreturned books
    • May assist in the preparation of library materials being sent to Preparations or perform minor repairs
    • May assist with the preparation of photocopied materials needed for Closed Reserve
    • May be asked to work on weekends, on holidays, or during vacation periods as needed
    • Perform additional related duties and assist with special projects as assigned

    Experience and training:

    • One year of relevant library, business, or office experience and a high school level education, or an equivalent combination of experience and education
    • Preferred: Experience with automated systems, especially Orbis staff functions. Previous library work experience

    Skills and abilities:

    • Keyboard familiarity
    • Good command of the English language
    • Demonstrated commitment to providing high quality service
    • Ability to work tactfully and effectively with the public in person and via telephones
    • Must be able to push loaded book trucks, lift packages and/or books, use step stools, and stand/walk for extended periods of time
    • References must indicate reliable attendance and punctuality, attention to detail and accuracy, diligent performance, and ability to perform a variety of duties requiring consistent attention to detail despite interruptions

    Example 2

    General purpose:

    Under direction from the Public Services Librarian and the departmental lead person uses knowledge of the organization of manuscript collections and book collections to locate materials promptly for readers and to return the materials to proper shelving location.

    Essential duties:

    • Participate in stack maintenance duties including reshelving, shelf reading, shifting heavy materials, and book dusting
    • Inventory and shelf-read materials in stack to insure that order is maintained. Correct problems by shifting materials to retain proper sequencing
    • Search for missing manuscripts and books using a wide variety of strategies
    • Page materials on demand from closed stack areas for use by readers in a supervised reading room
    • Photocopy per reader’s request within set of strict guidelines established to protect fragile materials
    • Maintain a variety of departmental files in alphabetic or call number order
    • Assist public services staff in filling photo-duplication requests by labeling negatives and entering data into appropriate databases
    • Assist in other Public Services functions as needed

    Experience and training:

    • One year of related work experience and a high school level education; or an equivalent combination of education and experience
    • Previous work experience must demonstrate accuracy, consistency, and dependability in maintaining records, filing forms, and following directions and detailed procedures
    • Previous work experience must demonstrate reliable attendance
    • Experience using computers

    Skills and abilities:

    • Familiarity with keyboard
    • Ability to climb ladders, push heavy book trucks, and lift heavy materials
    • Ability to work in dusty environment
    • Demonstrated ability to work with close attention to detail using alpha and numeric schemes
    • Demonstrated ability to transcribe data accurately from a written source into a database