Job
description
JOB
TITLE:
Circulation Associate
JOB
CLASSIFICATION:
Associate 1
FLSA
STATUS:
Non-Exempt
POSITION
HOURS:
Part-time, typically working 20 hours
per week as scheduled.
May be scheduled to work days,
evenings, and weekends.
PRIMARY PURPOSE
OF POSITION:
Working
under direct supervision of the Assistant
Director, greets patrons and visitors, and
serves the public at the desks, as assigned.
Enters patron registration
information.
Interacts with the on-line catalog,
REPORTING
RELATIONSHIP:
Library
Director
|
Assistant Director
Supervisor's Title
|
Circulation Associate
Position Title
EXAMPLES
OF ESSENTIAL JOB FUNCTIONS:
1.
Greets patrons and visitors.
For
example:
Acknowledges patrons they enter the
building or Children’s Room, particularly
when scheduled at a service desk.
As
needed, directs patrons to areas in the
building.
Answers the phone, routes calls,
screens calls when requested, and takes
messages. Deals
with patrons with varying needs from all
socio-economic classes with a variety of
needs.
2.
Performs circulation functions at the
service desks, per established procedures,
when scheduled or as needed. For
example:
Checks materials in and out.
Registers borrowers.
Renews materials.
Collects and records fees and fines.
Places holds for patrons and calls
patrons with holds.
Performs a variety of other functions
in the Automated System’s Circulation
Module. Identifies
materials damaged by patrons, determines
whether mending is possible, and assesses
fees for mending or replacement.
Declares items lost as situation
requires.
Provides policy and procedural
information to patrons, and enforces policy
and procedural guidelines.
Handles routine circulation problems,
and refers non-routine situations to
supervisory staff.
3.
Provides reference and reader’s
advisory services, and makes referrals, per
established procedures, when scheduled at the
service desks or as needed.
For
example:
Addresses questions that arrive in
person, over the phone, in the mail, via
email, and through other technological
methods.
Conducts reference interviews.
Provides answers to ready reference
questions.
Assists patrons in finding materials
in the on-line catalog and on the shelf.
Gets patrons started doing their own
research.
Takes suggestions for purchase and
inter-loan requests.
Listens to initial complaints about
materials and, only if situation merits,
provides Request for Reconsideration policy
to patrons.
Refers questions that have not been
answered to other staff members or outside
agencies.
Records statistics when required.
4.
Provides quick one-on-one technology
training for patrons, as time permits, and
refers patrons who need more intensive
instruction.
For
example:
Troubleshoots printer problems.
Reboots
5.
Performs tasks assigned specifically
to the Circulation Associate.
For
example:
Determines patron residency status.
Enters registration information for
patrons into the Automated System’s
Circulation Module.
Uses Automated System’s Reports
Module to print lists of overdues and
on-shelf items with holds, and similar lists,
as assigned.
Searches these lists.
Prints overdue notices.
Prepares overdue notices for mailing
or oversees a volunteer in preparing them.
Coordinates overdue process with IT
Associate, who is responsible for completing
it. Reads
through patron database to find and correct
data entry problems.
Compiles statistics.
Serves as secretary to the Assistant
Director, and performs a variety of clerical
tasks. May
complete
monthly Safety Inspection Checklist, and
submits it to the Library Director, as
assigned.
6.
Participates in continuous
development of knowledge, skills, and
abilities.
For
example:
While assigned to a service desk,
participates in self-directed learning on
7.
Contributes to the Library’s
programming and other marketing efforts.
For
example:
Introduces speakers.
Conducts story times, book
discussions, teen programs, etc, as assigned.
Acts as second staff member during
technology training.
Gives tours of the building.
Assists with the Library’s summer
reading program efforts.
Refreshes book displays.
Assists in development of media
releases.
Participates in event planning.
Sets up, staffs and takes down booths
at expos, as assigned.
Sets up and/or takes down equipment
and furniture in Woman’s Club Room, as
assigned.
Sets up and/or takes down refreshments
table, makes coffee, etc., as assigned.
8.
Contributes to the Library’s
collection development efforts.
Alerts
collection developers when additional copies
need to be purchased based on experience with
overdues, on-shelf holds, etc.
Routes materials in poor condition to
collection developers.
Makes suggestions for purchase for
print and AV materials, and recommends
websites as links in
9.
Assists
in maintaining attractiveness, safety, and security
of the building and on Library property.
For
example:
Picks up and tidies areas, as needed.
Enforces Public Behavior and other
Library policies, procedures, and practices.
Deals with problem patrons,
particularly those who disrupt normal use or
operation of the Library, who vandalize, or
who attempt to unlawfully remove library
materials from premises.
Calls Police for assistance, as
situation demands.
Completes Police reports, Incident
Reports and insurance reports, when
necessary, and reports informally about other
safety, security and/or public behavior
problems.
Participates in sweep of the building
at closing time.
When custodial staff is not present,
locks and chains the main entrance at closing
time and checks locking of other doors;
unlocks building and switches on lights;
and/or empties exterior book drop.
As situation demands, shovels snow and
spreads road salt, sweeps or mops, and
performs other emergency custodial services
inside the building or on the Library
property.
10.
Assists
with the workflow of the Library.
For
example:
Cross-trained on the work of other
Associates 1, and performs these tasks, as
assigned.
As assigned or as situation demands,
performs the work of the Library Shelver. Runs
errands around town.
Counts money drawer as assigned.
Checks in and prepares newspapers
daily for use; calls for replacement papers,
as needed.
Straightens and neatens Magazine Room,
Teen Zone, and other reading areas.
Assists
with special projects, programs, events,
etc., as assigned.
Assists
in maintaining inventories of supplies, the collection,
furniture, equipment, etc, as assigned.
Assists with routine computer hardware
and software maintenance, as assigned.
Performs a variety of clerical tasks,
as needed or assigned, such as: operates
photocopier, microfilm reader/printer,
shredder, telefax, paper and letter cutters;
separates, folds, and staples; files; counts;
addresses envelopes; affixes labels.
OTHER JOB
FUNCTIONS:
This
job description does not list all possible
duties. Employees
are required to follow any other job-related
instructions and to perform other job-related
duties requested by the immediate supervisor
or Library Director.
1.
Ability to express a
friendly, outgoing demeanor while keeping in
check patrons of any age who may become
irascible, overly chatty, too
familiar, or otherwise step outside the
bounds of acceptable public behavior.
Excellent telephone etiquette.
Good
general awareness of surroundings and
willingness to report and/or deal with
problem patrons when encountered.
2.
Accuracy.
Excellent computation, spelling, and
proofreading skills. Ability
to communicate effectively in English in
writing and verbally.
Skill at counting money.
Legible handwriting.
Accurate keyboarding; minimum:
25 wpm with no errors on a 5-minute
timed test.
3.
Capacity to communicate in
English on a voice telephone.
Capacity
to place and/or retrieve materials from
shelves at all shelving heights.
Capacity to wheel book carts around
building on all three floors.
Capacity to read call numbers and text
on computer screens as well as see across the
room to monitor patron behavior, etc.
4.
Experience with and
ability to use computers in Windows
environments.
Skill at finding and opening computer
files, completing basic word processing and
spreadsheet functions, using print preview,
printing to system printers, copying to
removable devices, etc.
5.
Ability to quickly learn
and interact with the Library’s Automated
System, particularly the Circulation and
Reports modules.
Capacity to hear, read and respond to
audible and visual signals when interacting
with the Automated System.
6.
Familiarity with on-line
catalogs and databases, and ability to
quickly acquire an excellent working
knowledge of the Library’s on-line catalog
and databases currently in use.
Basic searching skills and ability to
learn quickly to use Boolean operators and
other searching techniques.
7.
Willingness
to learn and apply standard reference
interview techniques.
Familiarity with basic reference
materials, both in print and on-line.
Knowledge of how to use various
reference materials, such as search engines,
databases, indices, dictionaries, thesauri,
encyclopedias, directories, almanacs,
statistical abstracts, etc.
8.
Strong
reading interest in one or more popular
fiction and/or subject areas, whether
children’s, young adult, or adult, and
willingness to learn the literature and
authors of other fiction and/or subject areas
popular in public libraries.
Interest in providing reader’s
advisory to patrons.
9.
Good
understanding of the basic arrangement of the
Dewey Decimal System, and willingness to
quickly memorize call numbers of popular
non-fiction areas.
Understanding of alphanumeric filing
rules and ability to accurately shelve and
shelf-read.
10.
Ability to read and
understand Library policies, procedures and
practices.
Skill at interpreting Library
policies, procedures and practices for the
public. Willingness
to enforce Library policies, procedures and
practices with the public in an equitable
manner. Willingness
to request Police assistance when situation
warrants.
Ability to determine when incident
reports are necessary, accurate memory of the
facts of incidents, and skill at detailing
the facts in incident reports.
11.
Ability to perform a wide
range of basic office procedures accurately
and quickly.
Practical knowledge of office
equipment.
Ability to perform basic
troubleshooting on photocopiers, paper
shredders, printers, computers, laptops, etc.
Physical
capacity and dexterity to operate
equipment and tools such as photocopier,
adding machine, microfilm reader/printer,
shredder, telefax, telephone, paper and
letter cutters, tape dispensers, scissors,
snow shovel, mop, broom, etc. Physical
capacity to set up, take down, move, and
store laptops, projection screens, card
tables, and folding chairs.
12.
Confidence to participate
in the Library’s programming and other
marketing efforts.
Some public speaking ability.
Willingness to provide food service to
members of the public.
13.
Ability
to follow multi-step written and/or verbal
instructions, to perform routine procedures
involving several steps, and to pay close
attention to detail.
Excellent memory for detail.
14.
Punctuality
with reliable attendance.
Willingness to be held accountable.
Honest.
Consistent in actions and approach.
Ability to determine or accept
reasonable expectations.
Ability to exercise valid judgment in
evaluating situations and making decisions.
Ability to work with limited direct
supervision in a team setting.
Skill at negotiating when a situation
requires.
15.
Ability
to establish and maintain effective working
relationships with Library staff members.
Ability to work in a team setting.
Willingness to assist and support
coworkers, contribute ideas, and maintain
flexibility.
Ability to adapt to a rapidly changing
environment.
16.
Self-motivated and
curious.
Possession of and/or ability to
quickly acquire techniques used to conduct
self-directed exploration of various
databases, websites, and print reference
materials.
Willingness to seek assistance in
using a resource that does not make sense.
17.
Ability to retain and
utilize knowledge acquired through seminars,
webinars, conference attendance, reading,
staff and one-on-one training, etc.
Willingness to practice skills in
public that may stretch comfort level.
18.
Must
comply at all times with the Library’s
“Drug-Free Workplace” policy.
19.
Understanding
of the need for confidentiality and
willingness to comply with the Library’s
rules concerning confidentiality.
20.
Willingness
and ability to understand and support the
fundamental principles of library services,
such as:
open access to library materials in
any format for people of all ages; the
Library’s obligation to provide materials
representing as many points of view as
possible; and a patron’s right to privacy
in dealings with the library and with respect
to records maintained by the Library.
WORKING
CONDITIONS:
§
Usually (up to 100% of
work time) works in an environment with
constant public and staff contact and rapid
turn-over.
Most interactions are one-on-one.
Occasionally (as assigned) makes group
presentations.
§
Usually
(up to 100% of work time) performs job in
areas where seating cannot be provided.
Seating is available at both service
desks, but desks are designed to provide
service standing up.
§
Usually
(up to 100% of work time) reaches or stoops
to place or retrieve books and other
materials in on shelves or carts at various
heights, ranging from floor level up to 90”
high. Routinely (in absence of Library
Shelver) places books and other materials in
proper alphanumeric order on shelves at
various heights, ranging from floor level up
to 90” high.
May need to use step stool.
§
Usually
(up to 100% of work time) maintains work
environment.
For example:
dusting, recycling paper.
Occasionally (as situation demands)
cleans up bodily fluids and performs other
emergency custodial duties.
§
Usually
(up to 100% of work time) works in areas
where there is exposure to dust, newsprint,
etc.
§
Usually (up to 100% of
work time) performs routines with many rapid,
repeated motions.
§
Usually (up to 100% of
work time) works
in close proximity with computers and other
similar electronic equipment.
§
Usually (up to 100% of
work time) works
with equipment and performs procedures where
reasonable caution must be exercised to avoid
minor cuts, bruises, or muscle strains.
§
Frequently
(up to 50% of work time) uses cleaning
solvents, glues, adhesive labels, and tapes.
§
Routinely
(as needed throughout work time) lifts and/or
transports objects weighing up to 75 pounds;
pushes or pulls carts loaded with materials
weighing more than 150 pounds.
Retrieves and/or shelves objects
weighing 5 to 20 pounds from all shelving
levels.
§
Routinely
(in absence of Library Custodian and Library
Shelver) goes outside in all weather
conditions to clear snow from sidewalks, to
spread salt in parking lots, to weed and
water flower beds, etc.
§
Minimum
educational development at a level normally
acquired through completion of high school in
the
§
Highly
desired:
educational development at a level
normally acquired through completion of 1 to
2 years of college or university.
§
Demonstrable
possession of knowledge, skills, abilities,
and capacities identified above.
§
Capacity
to work under conditions described in
“Working Conditions” section, above.
§
Before
Introductory Period concludes must attend
Summer or Winter Institute, sponsored by the
Missouri State Library.
FUNCTION
OF THE JOB DESCRIPTION
This
job description has been prepared to define
the general duties of the position, provide
examples of work and to detail the required
knowledge, skills and abilities as well as
the acceptable experience and training for
the position.
The description is not intended to
limit or modify the right of any supervisor
to assign, direct, and control the duties of
employees under supervision.
This
job description is not a contract for
employment.
Each
job description should be checked
periodically in a collaborative effort of the
incumbent(s), supervisor, and Library
Director to be sure it is still thorough and
accurate. If
the ongoing responsibilities of a job change
significantly, then the incumbent, the
supervisor, or the Library Director can
initiate a change in the job description at
any time.
However, the Hannibal Free
Public Library retains and reserves any and
all rights to change, modify, amend, add to
or delete from any portion of this
description in its sole judgment.
Two
sets of job descriptions are maintained for
staff inspection.
They are in binders located in the
Director’s Office and Staff Kitchen.
Specific job descriptions are made
available to all incumbents, those who
supervise that position, and potential job
candidates.
The
Hannibal Free Public Library is an Equal
Opportunity Employer and in compliance with
the Americans with Disabilities Act.
The Library will provide reasonable
accommodations to qualified individuals with
disabilities and encourages both prospective
and current employees to discuss potential
accommodations with the Library Director.
DATE JOB DESCRIPTION MOST RECENTLY CREATED, UPDATED, OR CHECKED: March 30, 2011
UPDATED OR
CHECKED BY:
Hallie
Yundt Silver, Library Director; Claire
Ewersmann, Assistant Director
I HAVE READ AND REVIEWED
THIS JOB DESCRIPTION WITH MY SUPERVISOR
AND/OR THE LIBRARY DIRECTOR AND UNDERSTAND
ITS CONTENTS.
____________________________________________________________________
Signature
of Circulation Associate
__________________________________________