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CITY OF ELLENSBURG
LIBRARY
OFFICE SPECIALIST
REPORTS TO: LIBRARY DIRECTOR (& Head of Cataloging)

MISSION:

To perform library business office duties and provide clerical support to the Library Director as a confidential employee; assist in ordering and cataloging new materials

SUMMARY:

Prepare payroll and maintain related personnel records; do mail and daily cash deposits, prepare purchase orders, prepare correspondence, photocopy, file; purchase supplies, arrange equipment repair and service; assist in basic cataloging; order library materials

ESSENTIAL DUTIES AND RESPONSIBILITIES:

All of the following are to be performed while adhering to City of Ellensburg operational policies, safety rules, and procedures.

Office:

• Record staff attendance, calculate time sheets, calculate leave
• Prepare payroll monthly; distribute checks; maintain payroll records and time sheets
• Sort and distribute mail; handle outgoing mail and postage machines
• Prepare purchase orders for ordering and payments, file records
• Count daily receipts; reconcile cash register and petty cash, prepare deposits, maintain records for auditor; implement proper cash procedures
• Attend Library Board meetings to take notes and draft minutes for Director's approval
• Obtain service and repair for library equipment such as copiers, VCRs, reader/printers, security system, etc.
• Order needed equipment from suppliers as authorized in budget and by Director
• Purchase needed supplies; contact vendors and suppliers; do errands
• Maintain master list of supplies and vendors, monitor supply use and reorder as needed
• Report major problems with equipment or building systems to Director/City Maintenance

Acquisitions/Cataloging duties:

• Create Dynix bibliographic entries for juvenile and young adult paperbacks and other materials cataloged without MARC records
• Order library materials with B & T electronic ordering system; receipt in orders
• Order all library materials not available through B&T; books, audios, VHS
• Order subscriptions; track annual standing orders; claim missing magazine issues;
• Catalog magazine issues; help with annual magazine deletions
• Perform cataloging functions on Dynix system
• Add local information to WLN record online system
• Batch items for further work and review by cataloging supervisor.

Miscellaneous; or special assignments:

• Attend regular staff meetings
• Provide backup for physical processing of cataloged materials
• Staff checkout desk on rotating weekends and as substitute

Other duties may be assigned.

This is a representative sample--not to imply a complete listing of responsibilities and tasks.

SUPERVISORY RESPONSIBILITIES:

Non-supervisory. Acts as person in charge of library, in absence of senior staff, or when scheduled at the checkout desk, on weekends

TYPE OF SUPERVISION RECEIVED:

Quantity and quality of employee's work is subject to reasonably close supervision by Library Director or Head of Cataloging, as appropriate.

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.

EDUCATION and/or EXPERIENCE:

Two years of college or specialized education in appropriate skills. And one year related experience; or equivalent combination of education and experience.

LANGUAGE SKILLS:

Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to write routine reports and correspondence. Ability to speak effectively before groups of customers or employees of organization.

MATHEMATICAL SKILLS:

Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals.

NECESSARY KNOWLEDGE, SKILLS, AND ABILITIES:

A) Knowledge of general office practice and procedures; knowledge of basic principles of library practices and procedures, knowledge of bibliographic data; ability to learn MARC cataloging and copy cataloging procedures; knowledge of personal computer software and equipment, especially word processing and spread sheets; knowledge of basic reference resources;

B) Skill in keyboard and computer data entry; skill in data base searching techniques; operation of listed tools and equipment; Periodically accesses sensitive information required to perform job tasks, requiring the ability to maintain confidentiality.

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 be accurate when working with extremely detailed tasks with exact rules; ability to establish and maintain effective working relationships with employees, supervisors, and the general public.

TOOLS AND EQUIPMENT USED

Personal computer, printer, software programs, cash register, calculator, typewriter, copier; phone, fax, audio-visual equipment, microfilm reader/printer

CERTIFICATES, LICENSES, REGISTRATIONS:

First aid certification

PHYSICAL DEMANDS:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions. 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; reach with hands and arms; climb or balance; stoop, kneel, crouch, or crawl; and talk or hear. The employee is required to hear and is occasionally required to taste or smell.

The employee must regularly lift and/or move up to 25 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, filing, answering the telephone, processing and shelving books.

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 occasionally is exposed to 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 city hall staff, vendors, suppliers, wholesalers, local businesses and the public. Contact will be made by telephone and in person.

The employee will solve problems and negotiate solutions within policy guidelines with city hall staff, vendors, suppliers, wholesalers, local businesses, and the public. Contact will be made by telephone or in person.
 

Department Head (date) Supervisor (date) Employee (date)
NOTICE: The above job profile does not include all essential and nonessential duties of this job. All employees with disabilities are encouraged to contact the Personnel Department to review and discuss the essential and nonessential functions of the job. An employee with a disability can evaluate the job in greater detail to determine if she/he can safely perform the essential function of this job with or without reasonable accommodation.

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.