Communication and Delivery Coordinator

Massachusetts Library System

Position Description: Full-Time

Communications & Delivery Coordinator

 

Position

 

Primary contact for MLS delivery service customer service. Works closely with member libraries, delivery contractor, and MLS leadership to ensure efficient, high-quality services and communications. This service provides state-wide delivery service supporting over 7 million interlibrary loans per year and serves more than 500 library locations.

Coordinate MLS communications with member libraries and stakeholders in collaboration with MLS leadership and staff. Ensure timely announcements about MLS services and activities on web site, social media, email, in print, etc.

Supervision: Works with a high degree of independence reporting to the Business & HR Director.

 

Works with MLS staff, and vendors/contractors, and representatives of partnering organizations.

 

Position may be based in either MLS office: Marlborough or Northampton.

 

Qualifications

Required

  • Education: High School diploma or equivalency required.
  • Minimum of two years of office experience.
  •  Strong customer service orientation
  • Excellent verbal and written communications skills.
  • Ability to communicate effectively, in verbally and in writing, with library personnel, MLS staff, partners, and vendors/contractors
  • Strong experience using standard office software, email, and web tools for communications, social media, and record keeping.
  • Ability to initiate, organize and self-direct work responsibilities.
  • Ability to work collaboratively with other MLS staff as needed on project based and interdepartmental tasks and assignments.
  • Works with MLS staff, members, vendors/contractors, and representatives of partnering organizations.
  • Ability to play a key role in communications, content marketing strategy, and content curation for MLS.

Desired

  • Education: Undergraduate degree preferred.
  • Experience providing customer service and/or logistics/delivery services.
  • Experience in communications, content marketing strategy, and content curation .

Position Responsibilities

Duties and responsibilities may include, but are not limited to:

Delivery Service

 

  • Coordinates and handles the daily communications between courier and member libraries, e.g., claims processing, tracking problems, troubleshooting, and recommending solutions;
  • Coordinates communications on delivery issues (via phone/email), scheduling , etc.
  • Update delivery information resources as needed: Sugar CRM, delivery schedules, delivery guide, delivery index, MLS website, and email lists.
  • Handle, track, and respond effectively to customer service requests.
  • Maintains statistical information/data bases of MLS service; Compiles statistical reports and conducts and analyses member survey results as needed.
  • Manage lost and damaged claim spreadsheets, reimbursements and related tasks.
  • Order office supplies for Marlborough office.
  • Send holiday reminders, gather library-closing information/schedules and send to courier.
  • Coordinate Delivery surveys and tabulates results in March and October.
  • Order Delivery related products and branding materials.
  • Participates on Delivery Advisory Committee with MLS members and leadership.
  • Other duties as assigned.

Communications Coordination

 

  • Together with the MLS Leadership Team, educate members and the library communities throughout the state about MLS and its services and opportunities.
  • Coordinate communication efforts across MLS, working with all staff and leadership to develop a cohesive and effective marketing strategy.
  • Assist in the creation of content regularly to grow company’s footprint on WordPress web site, social media, email, in print, etc.
  • Other duties as assigned.

General Office Duties

  • Assist with school recertification process.
  • Acts as Office Receptionist; answers telephones, routes calls, takes messages, greets visitors; maintains a customer –oriented front office.
  • Assist with registration, set up, tear down, and clean up at MLS events.

Job Requirements

The position requires light to moderate physical effort demanded when performing functions under typical office and computer use conditions. Light to moderate physical effort and stamina required for frequent travel and transport of work related materials and equipment to meeting and training sites. The successful candidate must be able to lift up to 50 pounds with or without reasonable accommodation.

Must possess a valid Motor Vehicle Operator’s License valid for use in Massachusetts and provide the means of transportation to fulfill job duties throughout Massachusetts and attend relevant meetings.

 

Candidates must be eligible for permanent employment in the United States, and appointments are subject to a criminal background check.

Compensation

This position is non-exempt from the wage and overtime provisions of the federal Fair Labor Standards Act.

 

SALARY RANGE – $ 33,911 – $ 44,090

 

MLS full-time staff members receive a benefits package that includes health insurance; dental insurance, life insurance and a defined contribution plan through TIAA-CREF. (MLS is a private, non-profit organization and does not participate in any public retirement plan.)

 

The Massachusetts Library System, Inc. is a state-funded not-for-profit corporation governed by its member libraries with offices in Marlborough & Northampton, Massachusetts.

MLS is an equal opportunity employer.

 

MLS is an equal opportunity employer that does not discriminate against any employee or applicant for employment because of race, color, age, marital status, sex, physical or mental challenge, creed, religion, political affiliation, national or ethnic origin, or sexual orientation.  Members of underrepresented groups, and those committed to working in a diverse cultural environment are encouraged to apply.

Please email resume to betsy@masslibsystem.org

 

 

BiblioTemp and Accounting Assistant

Massachusetts Library System

Position Description: Full-Time

BiblioTemps & Accounting Assistant

 

Position

This position has a dual role; the incumbent assists with data entry, bookkeeping, reports, routine communications, administrative and clerical functions, and marketing. This position is a critical link between candidates and temporary employees of MLS’s BiblioTemps service and plays an essential role in MLS accounting processes. MLS seeks detailed-oriented, independent candidates with sharp communications and computer skills. Acts as back up to BiblioTemps Manager and Staff Accountant for routine tasks.

Supervision: This position reports to the Business Director as part of the Member Services Team and is assigned to work closely and take specific direction from the BiblioTemps Manager and Staff Accountant.

Works with MLS staff, members, vendors/contractors, and representatives of partnering organizations.

Position is based in MLS’ Marlborough office.

Qualifications

Required

•  Education: Associate’s degree from an accredited technical school or college with a minimum of two years of office experience, or any equivalent combination of training and experience

• Strong customer service orientation

• Ability to communicate effectively, in speech and in writing, with library personnel, MLS staff, partners, and vendors/contractors

• Ability to initiate, organize and self-direct work responsibilities.

• Ability to work collaboratively with other MLS staff as needed on project based and interdepartmental tasks and assignments.Works with MLS staff, members, vendors/contractors, and representatives of partnering organizations.

• Experience working with data, statistics and related software

• Ability to initiate, organize and self-direct work responsibilities

• Ability to work collaboratively with other MLS staff as needed on project-based and interdepartmental tasks and assignments

 

Desired

•  Experience working in human resources operations.

• Experience using: applicant tracking and accounting (e.g., Quickbooks or MAS90/Sage), payroll, and/or customer relations management systems.

 

Position Responsibilities

Duties and responsibilities may include, but are not limited to:

BiblioTemps®

  • Manages routine communication with potential clients and temporary staff, including developing and maintaining an FAQ website.
  • Maintains data in applicant tracking system, updating and entering new candidate information, clients, and requests for personnel.
  • Posts placement opportunities.
  • Identifies opportunities for further development of business processes and applicant tracking system. Leads implementation in consultation with manager and vendor.
  • Processes new-hire paperwork for temporary staff and manages “on-boarding” process.
  • Prepares interview packets and schedules screening interviews.
  • Coordinates payroll and billing process with payroll and accounting staff, and assists in resolving related issues, including follow-up on past-due invoices.
  • Prepares documents and contracts, per specifications of the BiblioTemps manager.
  • Maintains and updates the BiblioTemps website and social media presence.
  • Coordinates marketing of BiblioTemps service with manager and Marketing Team.
  • Assists manager with promotional events like job fairs and conference booths.
·      Prepares handouts and orders promotional materials and supplies.

·      Act as backup in absence of BiblioTemps Manager.

  • Other duties as assigned.

Accounting

  • Assist Business and HR Director with weekly and monthly financial reporting and withjournal entries.
  • Perform clerical and administrative, e.g., inputting and record keeping, for accounts payable and receivalble.
  • Assist with with daily and monthly financial transactions.
  • Act as backup in absence of Staff Accountant.
  • Other duties as assigned.

General Office Duties

  • Assist with school recertification process.
  • Acts as Office Receptionist; answers telephones, routes calls, takes messages, greets visitors; maintains a customer –oriented front office.
  • Assist with registration, set up, tear down, and clean up at MLS events.

Job Requirements

The position requires light to moderate physical effort demanded when performing functions under typical office and computer use conditions. Light to moderate physical effort and stamina required for frequent travel and transport of work related materials and equipment to meeting and training sites. The successful candidate must be able to lift up to 50 pounds with or without reasonable accommodation.

Must possess a valid Motor Vehicle Operator’s License valid for use in Massachusetts and provide the means of transportation to fulfill job duties throughout Massachusetts and attend relevant meetings.

 

Candidates must be eligible for permanent employment in the United States, and appointments are subject to a criminal background check.

Compensation

This position is non-exempt from the wage and overtime provisions of the federal Fair Labor Standards Act.

 

SALARY RANGE – $ 33,911 – $ 44,090

 

MLS full-time staff members receive a benefits package that includes health insurance; dental insurance, life insurance and a defined contribution plan through TIAA-CREF. (MLS is a private, non-profit organization and does not participate in any public retirement plan.)

 

The Massachusetts Library System, Inc. is a state-funded not-for-profit corporation governed by its member libraries with offices in Marlborough & Northampton, Massachusetts.

MLS is an equal opportunity employer.

 

MLS is an equal opportunity employer that does not discriminate against any employee or applicant for employment because of race, color, age, marital status, sex, physical or mental challenge, creed, religion, political affiliation, national or ethnic origin, or sexual orientation.  Members of underrepresented groups, and those committed to working in a diverse cultural environment are encouraged to apply.

Please send resume to Betsy Meaden at betsy@masslibsystem.org

 

 

Readers’ Advisory Summit

Thursday, June 16, 2016
9:30 am to 3:30 pm

Beechwood Hotel
363 Plantation Street
Worcester, MA

Join other readers’ advisory enthusiasts for a day of information, hands-on learning, and sharing stories as MLS brings together years of experience with innovative techniques.

Becky Spratford, Illinois librarian and head of RA for All will talk about “RA Rethink: From Quaint and Comfortable to Cutting Edge.”

Joyce Saricks, (also from Illinois) will lead a hands-on-workshop: “Sharing Books: Notes from the Field.” Bring three titles with you to use in the exercise.

“What do you know?” Five 20 minute presentations from MLS members on RA topics that can be broken down and used by any library.

Also, on-site, all day, a 5 in 15 pop up studio. Record your own 5 in 15 for our popular RA series.

Registration fee will cover the cost of breakfast and lunch.

Register here: http://bit.ly/MLSRAsummit

For information on “What do you know?” or the 5 in 15 series, please visit the MLS Guide for Readers’ Advisory: http://guides.masslibsystem.org/RA

 

Strategic Planning Survey 2016 for library staff and all stakeholders

Dear MLS Members, Friends and Colleagues,

We have created an online survey to gather thoughts and ideas from those who were unable to attend our in-person strategic planning workshops. We would like to hear from as many people as possible so that we might create a strategic plan that incorporates the voice and addresses the interests of the whole Massachusetts library community. We welcome input from all libraries and all stakeholders.

Please respond by April 28th. Survey ended April 28th.

Please visit THE SURVEY to share your thoughts and ideas.

Thank you and all best wishes.

For more information on our planning process – CLICK.

Will Adamczyk, Chair MLS Strategic Planning Committee, MLS Executive Board, and Director, Milton PL
Abby Straus, MLS Strategic Planning Consultant (Maverick & Boutique)
Greg Pronevitz, MLS Executive Director

Breakfast on Breakfasts

The MLA Legislative Committee offers this information sharing event to encourage libraries to host legislative breakfasts that can inform supporters and elected officials about issues that are important to libraries.

Cosponsored by CW/MARS and MLS.

This event will be held at the CW/MARS Office is on the second floor of the Worcester Business Center, South Entrance. Left entrance as you face the building.

Directions Via Google Maps
Location:
CW/MARS
67 Millbrook Street, Suite 201
Worcester, MA 01606

Click here to RSVP.