Generic Job Description
Library Service Assistant II
Grade B
Representative Duties:
- Charges, discharges and renews library materials. Processes and maintains related records. Collects fines. Recalls overdue books. Prepares bills and bursary reports. May assign, renew or cancel library privileges.
- Receives, sorts and records the receipt of serials and monographs. Adds issues. Maintains and updates holding records. Verifies the receipt of material. Claims missing issues.
- Searches for bibliographic information in database, catalogs and files using supplied source material.
- Uses computer terminal to input and retrieve bibliographic data.
- Maintains catalog card files. Identifies and corrects discrepancies.
- Sorts and files material in alphabetical; or chronological; order. Maintains related records.
- Formats and keyboards correspondence, forms, form letters, reports and other material.
- Provides information on library services and procedural matters to patrons and staff. Assists in locating materials.
- May bind books and repair bindings.
- May instruct or provide work direction.
- Performs clerical functions incidental to library activities.
Family: Library
Job Code: 967 Date: 2/89
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.
Yale University Clerical and Technical Job Description
Job: 967 Library Service Assistant II Grade B
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 catalog 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 more complex machines such as word processors or personal computers. .
Office and Administrative Skills:
- Keyboards forms, labels, and other simple materials. 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. 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.
- Occasionally coordinates or organizes the work of others.
Interpersonal Relations:
- Ongoing involvement outside immediate unit. Offers or obtains basic information or provides assistance on general matters.
- Understands and conveys more complex messages and instructions and takes action accordingly.
Supervisory Guidelines:
- Work is subject to general review on an occasional basis. 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 new situations, methods and 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.
- Sometimes distributes and monitors work.
Impact and Consequence of Error:
- Work affects outside immediate work unit, but rarely outside the University.
- Errors are somewhat difficult to recognize and correct and can cause 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 pressure, deadlines or emergencies. Regular sustained concentration.
- Some physical effort or dexterity.
Example 1Library Service Assistant II (967)
Salary: B
General Purpose:
Under the supervision of the Head, Document Delivery, will provide support for Borrow Direct, an innovative, unmediated interlibrary borrowing service among seven major research universities. Will process requests and materials through this high volume, fast turnaround service. Will coordinate and interact with staff in SML Access Services and in other Yale libraries that serve as Borrow Direct lenders and pickup locations. Will communicate with Borrow Direct contacts at other participating institutions. Will respond to faculty, student and staff queries about Borrow Direct (email, phone, and in person) and will be responsible for frontline problem resolution.Essential Duties:
1. Provide information and assistance for routine questions about Borrow Direct to readers as well as to staff.
2. Investigate and resolve a variety of problems reported by readers or by staff at other Borrow Direct libraries.
3. Communicate with Yale readers and staff, and with staff at other Borrow Direct institutions, in person and by email and phone. Monitor and respond to Borrow Direct customer emails and maintains email files/folders.
4. Use Orbis/Voyager to send online Eli Express requests for Borrow Direct items held in Yale school and departmental libraries. Create item records when needed.
5. Process over dues and recalls for materials loaned through Borrow Direct, utilizing both Borrow Direct and the Orbis circulation module.
6. Print and sort Borrow Direct requests for Yale materials.
7. Update the Borrow Direct automated system to indicate status of requests.
8. Prepare materials for shipment.
9. Occasionally backs up other staff in retrieving items from SML and the Music Library to fill Borrow Direct requests.
10. Prepare Borrow Direct materials for the Access Services hold shelf for reader pickup.
11. Maintain statistics and may prepare reports.
12. May perform other duties as assigned to meet the goals of the Borrow Direct program, as well as related Document Delivery tasks.Experience and Training:
1. One year of related work experience and a high school level education, or an equivalent combination of experience and education.
2. Preferred: Experience with Orbis/Voyager staff functions, especially Circulation, and/or Borrow Direct software (Strongly preferred); Experience searching bibliographic databases and online catalogs; Data entry in a computerized system; Demonstrated understanding of bibliographic organization and details; Familiarity with computer workstations, printers, and other office equipment; Knowledge of word processing (Word preferred) and email (Eudora preferred); Knowledge of software such as Excel, Access.
Skills and Abilities:
1. Familiarity and accuracy with the keyboard.
2. Ability to work independently and to exercise initiative, while working collaboratively with others.
3. Demonstrated ability to be successful and effective in a fast-paced, high volume public service environment.
4. Ability to work tactfully and effectively with the public in person and via telephone and email.
5. Excellent interpersonal skills. Must be able to deal with people in a courteous, patient, and professional manner, and to work cooperatively as a team member.
6. Demonstrated commitment to providing high quality service.
7. Must be able to push loaded book trucks, to lift heavy packages and books, to reach high and low shelves, and to stand/walk for extended periods of time.
8. References must indicate reliable attendance and punctuality, diligent performance and accuracy, ability to perform a variety of duties requiring consistent attention to detail despite interruptions.
Example 2Library Service Assistant II (967)
Salary: B
General purpose:
Under the supervision of the Information Access Manager perform a wide range of circulation duties. Responsible for processing and shelving new material after check in from Technical Services.Essential duties:
1. Perform all circulation desk functions including charging, discharging, renewing,
and recalling library materials. Respond to inquiries at the circulation desk by
telephone and e-mail.
2. Shelve replacement volumes as they arrive from Acquisitions according to Library policy and publishers' instructions. Keeps statistics of these operations. Consult with Technical Services staff as needed to resolve problems.
3. Within the framework of established regulations issue passes to qualified
applicants. Enter information into database.
4. Add paper to copy machines as needed. Assist patrons with copy machine
and copy card problems. May assist with minor copy machine maintenance.
5. Search for missing books. Notify patrons by e-mail or telephone.
6. Shelve, shift and shelf read library material.
7. In the absence of the reserve processor, may locate and process material to be placed on reserve.
8. Make deliveries and pick ups from other campus libraries and mailrooms.
9. Add to and update loose-leaf serial material.
10.May work holiday and recess days as part of a skeleton staff.
11.Under normal circumstances the bulk of vacation days to be taken between
June 1 and August 31.
12.Perform additional related duties as assigned.
Experience and training:
1. One year of library experience and a high school level education or an equivalent
combination of experience and education.
2. Experience with word processing and e-mail.
3. Preferred: Library experience.
Skills and abilities
1. Demonstrated ability to communicate effectively orally and in writing with a wide
variety of people.
2. References must indicate reliable attendance and punctuality, diligent performance, accuracy and attention to detail.
3. Ability to work in a group setting as well independently.
4. Ability to use office equipment effectively.
5. Ability to push heavy book trucks, lift boxes and cartons and to climb ladders.
6. Minimal keyboarding skills.
