Library Manager

City of Takoma Park, MD Class Specification

CLASS TITLE: Library Manager
DEPARTMENT: Library
REPORTS TO: Library Director
FLSA STATUS: E
SALARY GRADE: 36
EEO CODE: 2
DATE: 04/2009
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JOB SUMMARY AND DISTINGUISHING FEATURES OF THE WORK

Responsible for assisting patrons and managing programs in assigned area of the library.

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

Budgets/Cost Control

Plans for and uses resources efficiently, always looks for ways to reduce costs, creates accurate and realistic budgets and budget projections, tracks and adjusts budgets, contributes to budget planning. Prepares and submits budget within specified time constraints. Anticipates departmental operating and capital needs and budgets adequately for needed expenditures. Reports departmental expenditures within specified time constraints. Bills are submitted for payment on time. Completes and files all applicable reports related to grants, agenda items, etc. within specified deadlines. Anticipates long-term budgeting needs in manner that allows the City to anticipate and plan for sources of revenues for extraordinary future expenses. Controls expenditures to deliver department's services within agreed upon budget. Follows established procurement procedures in obtaining goods and services.

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.

Managing Performance

Applies clear/consistent performance standards, handles performance problems decisively and objectively, is direct but tactful, provides guidance and assistance to improve performance. Allocates work with adequate number of personnel so that project deadlines are never missed due to manpower allocation. Fully understands provisions of applicable collective bargaining agreement and ensures compliance with it. Consistently applies policies and procedures in an equitable manner with no valid complaints from subordinates. Trains and instructs employees in proper City techniques and procedures, including those designed to provide a safe working environment. Communicates job expectations and monitors employee progress such that there is sufficient documentation to justify performance appraisals, distinguished increases and/or disciplinary actions. Identifies and takes action to improve employee performance. Completes performance reviews within time-frame prescribed by City policy. Provides feedback and coaching, rewards hard work and risk taking, takes mentoring role, challenges and develops employees, accepts mistakes, provides visibility/opportunity. Defines roles and responsibilities, motivates and challenges employees, delegates effectively, and rewards contributions.

Managing Technology

Has an awareness of, researches and adopts effective technologies that improve the bottom line, works well with tech resources. Reviews City webpage on a regular basis to ensure that information is up-to-date and informative. Enhances information contained on website to better communicate City activities and programs.

Planning

Develops realistic plans, sets goals, aligns plans with City’s goals, plans for and manages resources, creates contingency plans, coordinates/cooperates with others. Creates and communicates a long-term vision, balances short and long term goals, keeps own and team's work aligned with overall goals, creates and adjusts strategic plans. Generates new ideas, challenges the status quo, takes risks, supports change, encourages innovation, solves problems creatively.

ESSENTIAL JOB FUNCTIONS

Maintains a schedule of staff coverage to the Circulation Desk and Computer Center including fulfilling staff leave requests and providing coverage for absences from regular and subsidiary staff to ensure continued operations.

Provides original and copy cataloging; classifies library materials according to subject matter select and assigns classification numbers, descriptive headings, and explanatory summaries to materials to facilitate locating and obtaining materials.

Communicates information about library programs and other library activities using a variety of media including, but not limited to: the internet, list-servs, the City newsletter, local newspapers and fliers.

Oversees library automation initiative including troubleshooting systems software, staff training, patron instruction and working with the vendor to solve all library automation related issues.

Oversees management of the Library’s periodicals and serial collection ensuring that items are accurately checked in, processed, claimed, shelved and weeded on schedule.

Carries out supervisory responsibility in accordance with policies, procedures and applicable laws including: interviewing, recommendations for hiring and training, planning, assigning and directing work; appraising performance; rewarding and disciplining employees; addressing complaints and resolving problems.

Coordinates and manages all activities at the circulation and reference desk, including staff training

Develops children's, young adult, and/or adult collections including selecting books for ordering, processing and reviewing new books, maintaining collection, and assisting in the budgeting process.

Provides reference services; selects books and digital materials for reference and prepares budget for these materials; organizes materials and information so that they may be easily found; instructs staff and the public on how to use materials; evaluates and monitors reference services.

Conducts reference interviews to determine needs of individuals utilizing library materials and services.

Coordinate collections development by reviewing patron information requests and proposing items for purchase.

Administers a two-room public computer learning center, including equipment purchasing, policy writing, staffing, operations, and procedures.

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

Schedules, plans, and provides a variety of programs including: preschool programs for the public and early childhood education centers, school class visits for stories and library instruction, family programs, special programs for school-aged children.

Provides system administration including: trouble-shooting and remedial maintenance of network and staff computers, backs-up Network server and cataloging computers, reports trouble with systems as appropriate for repair, provides system reports as requested, installs cataloging software upgrades, tests, maintains and modifies software.

Assists in the annual departmental budget preparation, monitoring expenditures, and working with vendors for assigned area.

Responsible for maintaining and implementing online patron services and databases. Recommend new technologies as they become available.

IMPORTANT JOB FUNCTIONS

Performs other related duties as assigned.

MATERIAL AND EQUIPMENT USED

  • Computer
  • General Office Equipment
  • Scanners
  • Cameras
  • LCD Projector

MINIMUM QUALIFICATIONS REQUIRED

Education and Experience

Master’s degree from an accredited college or university in Library Science, or a related field; and,

Two to three 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:

Standard public library reference sources.

Community needs and desires relative to library materials and services.

Community resources.

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

Public library reference tools and reference interviewing techniques.

Basic statistical principles and procedures.

Local materials collection.

Children and young adult literature.

Developmental levels in children.

AACR 2 cataloguing rules and standards.

MARC format.

Community resources.

ALA ethics and standards for public libraries.

Principles and practices of public relations.

Technical operations in public libraries.

Current library automation technology.

Local Area Networks and their operation.

Anglo-American-2 Cataloging rules and standards.

Basic budgetary principles and practices.

Administrative principles and practices, including goal setting and implementation.

Administration of staff and activities, either directly or through subordinate supervision.

Skill In:

Story telling and creative speech techniques.

Conducting effective reference interviews.

Teaching and training.

Upgrading, installing, and maintaining hardware, software, and security systems.

Designing databases and using them accurately.

Library program presentation and design.

Online subscription databases and patron services.

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

Researching, compiling, and summarizing a variety of informational and statistical data and materials.

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

Communicating clearly and effectively, both orally and in writing.

Planning, organizing, assigning, directing, reviewing and evaluating the work of staff.

Selecting and motivating staff and providing for their training and professional development.

Mental and Physical Abilities:

Ability to plan, organize and supervise library projects and programs.

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

Ability to speak effectively before public groups and respond to questions.

Ability to define problems, collect data, establish facts and draw valid conclusions.

While performing the essential functions of this job the employee is frequently required to sit, stand, use hands to finger, handle, or feel, reach with hands and arms, speak and hear, and lift and/or move up to 25 pounds.

Working Conditions:

Work is performed in a normal office environment with little exposure to outdoor temperatures or dirt and dust.

The incumbent's working conditions are typically moderately quiet.

file: Library Manager

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.