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 a major portion of collection development and budget allocation within the overall Library materials and program budget (up to $90,000.00). 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 major portion of the Library's materials budget and its judicious expenditure within said division.

2.     Provides information and assistance to patrons; answers in-depth reference and research projects. Responsible for timely and accurate response to Adult and Youth Reference requests. Responsible for planning, organizing and delivering Adult Reference, Referral and Reader Services. Directly oversees all aspects of the Inter-Library Loan sub-division, the Serials sub-division and the Local History and Genealogy sub-division.

3.    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.

4.     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.

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

6.     Manages the selection, classification assignment, inventory, weeding and collection development of all print and non-print resources within division, which may include books, standing orders, databases, CD’s, periodicals, micro-products, vertical file pamphlets, learning aids, toys and puzzles, maps and globes, Local History and Genealogical sources, and specialized reader services collections. Responsible for the instruction of staff in the use of newly-acquired materials and resources.

7.     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 municipal budget.

8.     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. Submits press and news releases to local media, publicizing collections, programs and library events. Contributes regularly to the weekly library by-line “Library Latest.”

9.     Updates Library Web site weekly to reflect divisional offerings. Maintains the Information Services division web page, the Adult Books Discussion Group web page and the Adult Programs web page.

10. Directly responsible for all aspects and implementation of Adult programming including: selection and design, performer contact and negotiation, contractual and expense submittal, publicity generation and program hosting.

11. Directly responsible for the running of the Adult Book Discussion Group, including scheduling, publicizing, preparing support materials and hosting.

12. Develops cooperative Reference programs with the Head of the Youth Services and/or the Head of Systems/Automation for appropriate user groups. 

13.Develops cooperative programs with the public schools, the branch  and other community organizations to promote juvenile or adult Reader Services and user outreach programs.

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

15.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.

16. 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.

17.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. Utilizes regional and statewide databases and resources to enhance collection.

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

19.Maintains community contacts and ties to enhance service delivery; maintains  up-to-date community files as indicated.

20. Conducts formal patron instruction in use of the World Wide Web, electronic databases, the on-line catalog, email usage and various informational technology sessions. Oversees and instructs public in its use of the Friends-funded John Wagner Room. Delegates and assigns duties within the division as required.

21. 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.

22. 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.

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

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

25. Delegates and assigns duties within the 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. Represents Library organization as juvenile or adult program presenter and/or preparer.

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 area: specifically STAFF LIBRARIAN/LOCAL HISTORY & GENEALOGY; STAFF LIBRARIAN/SERIALS & ILL; LIBRARY TECHNICIAN/ILL SUPPORT, and LIBRARY TECHNICIAN/ILL SUPPORT. 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:
Is responsible for budget allocation within the overall Library materials and program budget (up to $90,000.00). Responsible for program expenditures subsidized by the Friends of the J. V. Fletcher Library, Inc. (up to $4,000.00).
 

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:          98%            Outside:           2%

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.