Library Assistant

City of Takoma Park, MD Class Specification

CLASS TITLE: Library Assistant
DEPARTMENT: Library
REPORTS TO: Library Manager
FLSA STATUS: N
SALARY GRADE: 28
EEO CODE: 5
DATE: 04/2009
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JOB SUMMARY AND DISTINGUISHING FEATURES OF THE WORK

Inspects properties, responds to complaints, informs property owner(s) of appropriate action to be taken to comply with the requirements of the law, and conducts enforcement activities as directed.

CORE COMPETENCIES 

Customer Service

Handles customer questions and complaints, communicates with customers, handles service problems politely and efficiently, always available for customers, follows procedure to solve customer problems, understands all City services, maintains pleasant and professional image. Anticipates, monitors and meets the needs of internal and external customers and responds to them in an appropriate manner. Continually seeks to provide the highest quality service to all customers. Listens carefully when dealing with the public and communicates concern through tone of voice and by taking action to solve their problems in a timely manner. Complies with the City’s Customer Service Policy, including 24-hour response time for telephone calls and e-mails. Explains departmental and City issues to the public in a manner that demonstrates interest and concern for their problems. Listens well, diffuses conflict before it starts, finds causes of and solutions to problems, handles difficult people.

Communication

Communicates well both verbally and in writing when required, creates accurate and punctual reports, delivers presentations, shares information and ideas with others, has good listening skills. Effectively conveys information and expresses thoughts and facts. Demonstrates effective use of listening skills and displays openness to other people’s ideas and thoughts. Keeps key employees informed regarding relevant information. Shares information with other members of the team to foster teamwork and to further attainment of the City’s goals. Written and oral information is presented in a manner that projects a positive and professional image of the City.

Reports problems, concerns, issues that should be corrected. Readily shares information and ensures that team members are kept informed and up-to-date. Establishes team and individual accountability for goals, objectives and outcomes. Intervenes as necessary to identify and resolve conflict among team members. Makes conscious and deliberate efforts to build team spirit and identity.

Job Knowledge

Understands duties and responsibilities, has necessary technical skills, understands the City’s mission/values, keeps job knowledge current. Demonstrates the appropriate level of proficiency in the principles and practices of one’s field or profession. Demonstrates a commitment to continuous improvement, including the understanding and application of technology where appropriate. Operates within the organization's formal and informal structures, builds allies and relationships across departments, uses allies to build consensus and create results, is appropriately diplomatic, understands others' roles and perspectives, can sell projects and ideas across the organization. Adapts to change, is open to new ideas, takes on new responsibilities, handles pressure, adjusts plans to meet changing needs. Prioritizes well and reacts to opportunities. Is attentive to detail and accuracy, is committed to excellence, looks for improvements continuously, monitors quality levels, finds root cause of quality problems, owns/acts on quality problems.

ROLE COMPETENCIES

Adaptability/Flexibility

Adapts to change, is open to new ideas, takes on new responsibilities, handles pressure, adjusts plans to meet changing needs.

Computer Skills

Skilled in the use of computers, adapts to new technology, keeps abreast of changes, learns new programs quickly, uses computers to improve productivity. Makes good use of web tools and on-line resources, can implement and manage web projects.

Decision Making/Judgment

Recognizes problems and responds, systematically gathers information, sorts through complex issues, seeks input from others, addresses root cause of issues, makes timely decisions, can make difficult decisions, uses consensus when possible, communicates decisions to others. Knows when to notify and/or involve the department head or the City Manager prior to making a decision.

Personal Organization

Keeps information organized and accessible, maintains clean/functional work space, works systematically/efficiently, manages time well.

Teamwork

Meets all team deadlines and responsibilities, listens to others and values opinions, helps team leader to meet goals, welcomes newcomers and promotes a team atmosphere.

ESSENTIAL JOB FUNCTIONS

Issues library materials to patrons and clears returned materials; explains circulation policies; determines and accepts payments for fines; issues library cards to patrons.

Assists library patrons in person, by telephone, or by mail, to locate materials, obtain information, answer reference questions, and make effective use of library resources and services including internet searches for on-line reference materials.

Interprets patron needs through conducting a reference interview.

Maintains patron database and analyzes trends for budgetary purposes.

Process overdue notices.

Places all purchase orders; receives, unpacks, checks in, distributes, and tracks through payment.

Enters book orders to vendors; transmits orders; receives, checks in, and flags reserved books.

Processes departmental payroll, obtain approval, and send to Finance Division; maintains and updates sick leave and vacation records and personnel files.

Collects, prepares, and submits desk and copier machine receipts to Finance Division for deposit.

Catalogs new and donated books by searching for established records in database, adds relevant information, prints and attaches labels, bar codes and security tags on books.

Catalogs and packages audiovisual materials, prints and attaches labels, library identification stickers and security tags.

Creates original catalog records using the standard Marc format, Dewey Decimal Classification and LC subject tracings for items which are not available in the database.

Processes system reserve requests; performs shelf-checks for telephone requests; provides directory assistance; retrieves materials; accepts inter-library loan requests.

Produces monthly reports of long overdue materials, missing, lost or damaged items; charges items to patrons when appropriate and deletes records from the catalog.

Clears patron records when overdue items are returned.

Instructs public in how to use the catalog, copy machines, and other library equipment; helps maintain this equipment.

Selects and purchases inventory under the supervision of the librarian.

Attends and participates in staff meetings, completes required forms and paperwork, and prepares work program and reports work progress periodically.

Deletes catalog records for items discarded from the collection and packs for donation or sale.

Performs internet searches for on-line reference materials.

Assists with children's programming, community, collection development; sets up and hosts special programs; selects appropriate materials and substitutes for children's story hours.

May assist with collection management duties such as working shelf management; processing library materials; checking in, filing, or shelving and weeding materials and reading shelves.

Mends books as necessary and appropriate; discards books from collection as necessary and appropriate.

Assist in budget preparation of assigned area.

Manages the Library's periodicals and serials collection by checking in issues, processing them, claiming missing issues with vendors, shelving and weeding them on schedule.

IMPORTANT JOB FUNCTIONS

May direct and review work of library substitutes.

Performs other related duties as assigned.

MATERIAL AND EQUIPMENT USED

  • Computer
  • Scanners
  • General Office Equipment
  • Book Repair Tools

MINIMUM QUALIFICATIONS REQUIRED

Education and Experience

Associate's degree from an accredited college or university ; and,

One to two years of progressively responsible related experience; or,

Any combination of education, training and experience which provides the required knowledge, skills, and abilities to perform the essential functions of the job.

Licenses and Certifications

None Required.

KNOWLEDGE, SKILLS, AND ABILITIES

Knowledge of:

Library policies, procedures and equipment.

Standard reference sources and materials and the practical application and use thereof.

All computer applications and hardware related to performance of the essential functions of the job.

Skill in:

Using tact, discretion, initiative and independent judgment within established guidelines.

Organizing work, setting priorities, meeting critical deadlines, and following up on assignments with a minimum of direction.

Use of a computer terminal to accurately and rapidly enter and retrieve data.

Operating and maintain library equipment, to type proficiently and file alphabetically, numerically, and perform basiccomputations.

Communicating orally and in writing with internal staff, citizens, and other departmental staff in order to give and receive informationin a courteous manner.

Effective internet searching.

Mental and Physical Abilities

Ability to read, analyze and interpret professional periodicals and journals, technical procedures and government regulations.

Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists.

While performing the essential functions of this job the employee is frequently required to stand, walk, sit, use hands to finger, handle, or feel, reach with hands and arms, stoop and bend, speak and hear, and lift up to 20 pounds.

Working Conditions

Work is performed in an interior environment with a great deal of public contact and with little exposure to outdoor temperatures or dirt and dust.

The incumbent's working conditions are typically moderately quiet.

file: Library Assistant

This class specification should not be interpreted as all inclusive. It is intended to identify the essential functions and requirements of this job. Incumbents may be requested to perform job-related responsibilities and tasks other than those stated in this specification. Any essential function or requirement of this class will be evaluated as necessary should an incumbent/applicant be unable to perform the function or requirement due to a disability as defined by the Americans with Disabilities Act (ADA). Reasonable accommodation for the specific disability will be made for the incumbent/applicant when possible.