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CITY OF ELLENSBURG
LIBRARY
LIBRARY ASSOCIATE - COLLECTION SUPPORT
REPORTS TO: LIBRARY DIRECTOR
MISSION:
Supervise collection support services (purchasing, creation and maintenance of the automated cataloging database and organization and care of the collection of library materials); coordinate activities with other principal divisions in the library; assist Director in achieving goals and objectives of quality library service.
SUMMARY:
Responsible for planning, supervision, and coordination of activities of a principal division or function within the library; activities having to do with collection support services, comprised of acquisitions, cataloging and bibliographic records, and physical processing of library materials and related work, handling memorials and other gifts/donations; Share responsibility for automation system administration with Library Director and Head of Circulation Services. Responsible for training and supervision of staff, trainees, and volunteers working in collection support.
ESSENTIAL DUTIES AND RESPONSIBILITIES:
All of the following are to be performed while adhering to City of Ellensburg operational policies, safety rules, and procedures.
Cataloging and Supervision:
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Implement cataloging practices within standards of professional librarianship,
using tools such as Dewey decimal classification; AACR2, MARC records, Library
of Congress subject headings, etc.
Supervise and direct implementation of cataloging procedures of the library's bibliographic database and software programs
Plan, organize work, and train staff in acquisition, cataloging and physical processing of materials
Obtain information and cataloging records; utilize databases from WLN, B & T Link, and other libraries
Revise bibliographic and MARC records entered by cataloging staff
Create original cataloging records and review with Director as needed
Supervise creation of holdings records for the WLN LaserCat database
Develop detailed procedures for staff; provide procedure manuals; acquire needed cataloging resources and manuals
Set work priorities in consultation with the Director
Meet monthly with cataloging staff and Director to coordinate work of the division
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Coordinate materials being added to the collection
Order materials selected for the collection; obtain review and other information as requested by Director
Organize orders from journals and other selection tools into logical groups
Search electronic ordering system; conduct business with wholesalers and vendors;
Supervise staff and trainees in checking bibliographies, standard reference tools and indexes to select collection materials
Prepare purchase orders
Print and file confirmation reports and order slips
Maintain records of items ordered
Order library materials; memorials and trust fund items; correspond with donors as needed
Preselect items from donation for librarians consideration
Sort and store items donated for the annual book sale
Forward invoices and purchase orders to office staff for processing payment
Supervise major cataloging revision projects, such as Spanish language, audio-cassettes, biographies, etc.
Develop procedures for discard and storage of materials weeded by librarians
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Coordinate movement of materials being cataloged
Maintain adequate supplies, materials and equipment
Review items after processing for accuracy
Selects items for special labeling/handling
Supervise staff in relabeling, assigning new bar codes, mending, new jackets, etc.
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Provide patron service in the absence of reference or checkout staff, or
as scheduled
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In charge of the library in absence of Director, Head of Circulation &
children's librarian
Attend workshops, conferences, training
Attend weekly Director's meeting and monthly library staff meetings
Schedule, plan or create displays as requested
Coordinate volunteers assisting collection support activities
This is a representative sample--not to imply a complete listing of responsibilities and tasks.
SUPERVISORY RESPONSIBILITIES:
Supervise Library Specialists (2) Library Assistant (1-2) Library Aide (1-2) and volunteers in collection support duties. Plan, assign, and direct work; train and supervise as to quality and quantity; promote proper staff discipline and work productivity; address complaints and problems; Coordinate activities of this division with public service units of circulation, reference, and children's services.
TYPE OF SUPERVISION RECEIVED:
Employee is under the general supervision of the Library Director.
QUALIFICATION REQUIREMENTS:
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
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EDUCATION and/or EXPERIENCE:
Bachelor's degree (B.A.) from four year college or university; two to four years of related experience and/or training, including supervision; or equivalent combination of education and experience.
LANGUAGE SKILLS:
Ability to read, analyze and interpret general business periodicals, professional journals, technical procedures, or governmental regulations. Ability to write reports, business correspondence, and procedure manuals. Ability to effectively present information and respond to questions from groups of managers, clients, customers, and the general public.
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MATHEMATICAL SKILLS:
Ability to calculate figures and amounts such as interest, percentages, area, circumference, and volume. Ability to apply concepts of basic algebra and geometry.
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NECESSARY KNOWLEDGE, SKILLS, AND ABILITIES:
A) Knowledge of general office practice and procedures; knowledge of basic principles of library practices and procedures, considerable knowledge of library automated cataloging, and acquisition practices; considerable knowledge of library classification systems; working knowledge of principles of supervision and personnel practices; knowledge of reference resources; some knowledge of budgeting and record keeping; some knowledge of personal computer software and equipment
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B) Interviewing skills to determine patron needs; Skill in using automated
library systems; skill in keyboard and computer data entry; skill in library
data base searching; operation and maintenance of listed tools and equipment;
skill in public relations; Periodically accesses sensitive information required
to perform job tasks, requiring the ability to maintain confidentiality.
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C) Ability to be courteous and tactful with the general public; Ability to
communicate effectively, verbally and in writing; to implement policy and
procedure; to exercise initiative and judgment in completing tasks; to organize
various activities; Ability to work independently, exercising initiative and
judgment in directing the work of others; ability to establish and maintain
effective working relationships with patrons, employees, supervisors, and
the general public.
SPECIAL REQUIREMENTS:
Certification in First Aid and CPR.
TOOLS AND EQUIPMENT USED
Automated library system; personal computer, printers, software programs, cash register, calculator, copier; phone and fax; typewriter, paper cutter, book carts, audio-visual equipment, reader machines, small office tools.
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee is regularly required to stand; walk; sit; use hands to finger, handle, or feel objects, tools, or controls; The employee is frequently required to reach with hands and arms; climb or balance; stoop, kneel, crouch, or crawl; and talk or hear. The employee is occasionally required to taste or smell.
The employee must regularly lift and/or move up to 25 pounds and occasionally lift and/or move more than 50 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus. Tasks affected include computer work, examining library materials, observing patrons in the library, supervision of staff.
WORK ENVIRONMENT:
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee is regularly exposed to airborne particles. The employee works a considerable amount of time at computer terminals and associated equipment and may be exposed to the risk of electrical shock.
The noise level in the work environment is usually moderate.
KEY RELATIONSHIPS:
The key relationships described here are representative of those an employee encounters while performing the essential functions of this job.
While performing the duties of this job, the employee will provide information to and collect information from the vendors, the public, staff, and volunteers. Children are a significant proportion of the public. Contact will be made by telephone, in person and in writing.
The employee will coordinate projects and activities with vendors, the public, and staff, by telephone, in person, or in writing.
The employee will solve problems and negotiate solutions within policy guidelines with vendors, the public, and Friends by telephone, in person, or in writing.
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Department Head (date) Supervisor (date) Employee (date)
DISCLAIMER: Job profiles are not intended, nor should they be construed to be, an exhaustive list of all responsibilities, tasks, skills, efforts, working conditions or similar behaviors, attributes or requirements associated with a job. A job profile is not a comprehensive job description. It is intended for the sole purpose of acquainting a person who is unfamiliar with such position with a brief overview of the position's general direction and scope. This position profile is confidential, is intended for internal use only and may not be copied or reproduced by anyone for any purpose without written permission from the Director of Personnel or the City Manager.