MASSACHUSETTS LIBRARY SYSTEM

JOB DESCRIPTION COLLECTION

Position Summary:
Responsible for the development, planning, organizing, directing and evaluating of activities, operations, and expenditures within a specific service or support division (e.g. Youth Services Division, Information Services Division, Circulation Division, Systems/Automation or Technical Services Division).  Responsible for conveying and carrying out the Library’s Mission and Vision Statements,  Objectives and Customer Service program. Responsible for the supervision and evaluation of divisional staff, and divisional programs relating to user services and operations. Responsible for expeditious circulation of all library materials to and from the public at all public workstations. Co-manages the Library Page program. Responsible for a minor portion of collection development and budget allocation within the overall Library materials and program budget. Related work as required.

Principal Responsibilities:

1.     Oversees and supervises all activities occurring within service/support division, supervises and evaluates staff during their coverage of the division's public service desk, or during performance of technical tasks. May be directly responsible for a portion of the Library's materials budget and its judicious expenditure within said division.

2.     Directly responsible for courteous and timely movement of materials to and from the public and monitoring of all circulation transactions, reserves, registrations, requests  and records and the effective functioning of all aspects of automated circulation within a networked and regional environment. Responsible for timely and accurate response to Adult and Youth Reference requests.

3.     As Head of Circulation, is responsible for initial handling of patron concerns or complaints at the Main circulation desk. 

4.     Monitors all aspects of overdue retrieval and fine collection, including oversight of receipts, and forwarding of all fines, fees, rental and deposit monies to Administration for deposit.

5.     Oversees all aspects of the Fine Arts/AV Sub-division. Administers the automated Museum Pass Booking software and monitors museum pass program in the Fine Arts sub-division. 

6.     Is directly responsible for booking of Library Meeting Rooms, semi-annual correspondence to all Meeting Room users, ensuring that bookings are accurate and that adequate staffing and facility measures are in place, maintaining the automated Meeting Room reservation software. 

7.     Books and oversees all display case and gallery space usage, recruiting groups, organizations or individuals to share display contents.

8.     Maintains the "Automated Circulation Manual" and interprets new software releases to the staff, instructing them in same.

9.     Coordinates with the Branch Manager in charge of Bookmobile outreach all unique, agency-specific circulation functions and procedures.

10.Oversees monthly collation of materials and user statistics and generation of reports to assist in Collection Development.

11. Monitors and contributes to the development of the Circulation portion of the Library Web site.

12.Co-manages the department Library Page program including: recruiting, testing and interviewing, hiring, training, evaluating and terminating. Page program involves work with young employees being introduced to the work force for the first time.

13.Insures expeditious flow and shelving of all returned materials.

14.Responsible for developing, implementing, administering and reviewing policies and procedures pertinent to individual division.  Under the guidance of the Administration and Trustees, develops annual goals and objectives for the division and divisional personnel. Prepares, monitors and updates divisional procedures and policies, and reports annually to the Administration on fulfillment of divisional objectives.

15. Assists in selection of all personnel assigned to individual division. Trains, supervises, and evaluates all personnel within division. Approves leaves, anticipated absences, meeting and conference requests for divisional personnel. Responsible for the instruction of staff in new divisional procedures, programs or promotional campaigns, and new automated procedures.

16.Assigns duties, and directs and oversees any non-paid personnel in their volunteer tasks within said division.

17. Manages the selection, classification assignment, inventory, weeding and collection development of the Large Print and Friends’ Rental Bestseller Collections. Responsible for the instruction of staff in the use of acquired materials, new divisional procedures, programs or promotional campaigns, and new automated procedures.

18.Responsible for the efficient and judicious expenditure of divisional budget and an accurate record-keeping and accounting of acquisitions, cost statistics, circulation and material statistics and user statistics. Participates in the development of the annual Library Department budget.

19.Administers and coordinates publicity and promotional campaigns to promote Reader Services, library programs or events, working in conjunction with other staff and keeping staff informed  of same. Contributes irregularly to the weekly library by-line “Library Latest”

20.Performs research, conducts studies and maintains statistics relating to divisional effectiveness, costs, usage and growth.

21.Provides information and assistance to patrons; answers in-depth reference and research projects.  Provides initial service response to concerns and complaints. Interprets for the public the Library Materials Selection Policy, divisional policies, and library policies and procedures; enforces library regulations. Refers patrons to other divisions, individuals or service agencies as appropriate.

22.Responsible for a continued knowledge of current professional literature relating to divisional development, technological advances in information storage and retrieval, materials selection, automated procedures, personnel and professional issues.

23.Utilizes automated system, new technologies, electronic equipment and on-line resources in the performance of duties and trains other library personnel and patrons in automated procedures.

24.Responsible for routine back-up and maintenance of divisional personal computers. Responsible for divisional supplies, equipment and peripherals budgets.

25.Attends Staff Meetings and Division Head meetings. Regularly attends meetings and workshops pertinent to divisional development; develops and conducts staff meetings for own division; participates in activities and task forces related to the automated network.

26.Is responsible for scheduled routine evening and weekend coverage of a library public service desk, providing as needed, circulation control, juvenile or adult patron and reference assistance.

27.Routinely functions as daily, evening or weekend Building Supervisor, having first-response responsibility for the staff, facility and public. In role as Buildng Supervisor, maintains up-to-the minute LAN Personnel and Meeting Room calendars.

28. Based on need,  is  required to work flexible hours and function as Building Supervisor.

29.Delegates and assigns duties within division as required.
 

Required Experience, Skills, Knowledge and Abilities:
Proficiency in the use of automated systems for the collection, storage and/or retrieval of information systems and in the use of electronic library information resources, including database searching, CD ROM technology and the Internet. Ability to set priorities and work with frequent interruptions. Ability to train staff and public. Strong interpersonal skills.
 

Education, Training, Special Licensure/Certification Requirements:
A Master's Degree or Professional Certification in Library Science with accreditation from the American Library Association and Board of Library Commissioners’ certification, as well as  three to five years experience in public library service with relevant course work or concentration in divisional area. Knowledge of computer operating systems, web-authoring languages, LAN systems, hardware and peripheral components. Any equivalent  combination of education and experience.
 

Contacts (boards & committees, vendors, general public, etc.):
Interacts with vendors, contractors, paid performers. Extensive interaction with Town Departments, Boards and Committees, as well as Town Departmental personnel. Represents Library organization at consortium meetings and on network, regional and state committees. Represents Library organization via professional affiliations and association memberships.
 

Supervisory Responsibility (Include Positions Supervised):
Works under the direction of the Library Director or his/her designee but works with considerable independence in setting own daily work plan. Unusual situations are referred to Library Director.  Work involves the direct supervision of full and half-time equivalents, library pages, and volunteers within divisional service areas, specifically six (6) LIBRARY ASSOCIATES and , and 4-5 LIBRARY PAGES. Routinely functions as daily, evening or weekend Building Supervisor, having first-response responsibility for the staff, facility and public. Work involves varied and routine duties requiring  the exercise of significant independent judgment and initiative but within established procedures.  Has access to department related confidential information involving personnel and confidential patron information protected under MGL Ch. 78. Errors could result in loss of funds, confusion, delay, administrative problems, technological problems, adverse public relations.
 

Responsibility for Operating Budget:
Responsible for cost value of all circulation transactions, all supplies pertaining to Circulation and Fine Arts areas, all notices and over dues. Responsible for minor collection budget within overall Materials Budget. Co-manages Library Page program and personnel hired as Pages.
 

Primary Physical Requirements:
Ability to operate and view a computer screen for extended periods of time.  Depth, color, peripheral, and distance vision routinely required.  Regular lifting up 20-30 pounds.  Manual use of calculator, telephone, typewriter, copying and facsimile machines, postage meter (micro-film reader/printer).  Ability to hear, talk, walk, sit, bend, reach, grasp.  Occasional need to climb, balance, stoop, kneel or crouch.  Often required to push or pull book trucks weighing up to 150 pounds.  May be required to stand for long periods of time.
 

*Use F for Frequently,  O for Occasionally,  R for Rarely,  N for Never

Summary of Occupational Exposures:  
Work performed under typical library conditions. Noise fluctuates from low to loud depending upon the volume of patrons utilizing library collections and equipment, attendance at library programmatic offerings and age of patrons within the facility. As Building Supervisor, is responsible for overseeing and ensuring safety of self, employees and the general public.

Environment:      

Inside:             95%                  Outside:            5%

APPROVALS

Note:  The purpose of this job description is to provide an outline of the more significant work elements of the position and to organize and present the information in a standard manner.  It is not intended to describe all the elements of the work that may be performed by every individual in this classification, nor should it serve as the sole basis for Human Resource decisions and actions.