CIRCULATION CLERK / INFORMATION ASSISTANT

Transcription

1 CIRCULATION CLERK / INFORMATION ASSISTANT This is a full-time, non-exempt, Civil Service position. The Urbana Free Library Welcomes Diversity! We foster an environment that values and encourages mutual respect, inclusion of all people, and utilizing differences and similarities as an organizational asset. We welcome applications from diverse candidates and candidates who support diversity. EOE. The provisions of this job bulletin do not constitute an express or implied contract. Any provisions contained within may be modified or revoked without notice.

2 Hiring Process for Circulation Clerk / Information Assistant *The person selected for this position will perform duties as both a Circulation Clerk and an Information Assistant. 1. Application Forms Each applicant must submit a completed application for the position to the Library by 11:59 p.m., Friday, August 19, The application must be made on The Urbana Free Library s application form, include all information requested, and be signed. Please be specific about library, computer, customer service, and supervisory experience in each of your jobs. Each applicant who meets the minimum requirements and who has submitted a completed application by the deadline may take the test. Minimum requirements include an associate s degree or equivalent; one year successful, continuous work experience; and availability for daytime, evening, and weekend hours. During the hiring process, we will contact former employers to verify employment history and to request references. Submit application to M.C. Neal in the Administration office or by to mneal@urbanafree.org 2. Written Exam A written Civil Service Circulation test will be held at ILEAS, 1701 East Main Street, Urbana, at the following times: Wednesday, August 24, 6:00-8:00 p.m. Friday, August 26, 9:00-11:00 a.m. Applicants attend only one of these testing sessions. Please specify which test you prefer to attend using the cover sheet on your application. We have limited testing space and will fill spaces in the order applications are turned in to the Library. You must present a photo ID that verifies your identity to be admitted to the exam, and all applicants must take the written exam to be considered for the position. The test will be in two parts. Both are timed exams, and you don t need to have any prior knowledge of libraries. Part I tests your ability to work quickly without making errors, and to put items in numerical and alphabetical order. You will have 30 minutes to complete this part of the exam. Part II covers vocabulary, written communication, math, and policy interpretation, with special emphasis on attention to detail and following complex instructions. You will have up to 1 2 Page

3 hour and 30 minutes to complete this part of the exam. You may use a calculator on the math portion as long as it is a stand-alone calculator and not a function of your phone. 3. Scoring of Applicants This is a Civil Service position. Initial scoring will be based on the following factors: Written examination 60 points Relevant experience 10 points The combination of scores from 1) the written examination combined with 2) evaluation of relevant experience will determine eligibility to continue to the interview stage. The Civil Service Commission approves the passing grade for the examination/experience scores. Applicants who receive passing scores are eligible to be scheduled for panel interviews. The Library determines whom to interview from the list of eligible applicants. 4. Typing Test Immediately prior to the interview, all interviewees must pass a typing test, achieving a minimum score of 25 words per minute. 5. Panel Interviews At least two people will be present on the panels. Applicants are asked a list of standard questions, but these questions don t require prior preparation. In the interviews, we will want to learn about you, your experiences, and how you would function in a library setting. We expect to schedule these interviews in September. 6. Contacting References We will contact former employers of candidate finalists before making a decision. 7. Selection/Appointment Although selection is based upon the successful completion of all of the above components, the nature of the selection process allows any single component to eliminate a candidate from further consideration. As a final step, the Library appoints a candidate from those who are available to accept the position. Per Civil Service rules, the appointed candidate shall be on probation for a period of six months. 3 Page

4 FREQUENTLY ASKED QUESTIONS (FAQS) 1. Can I take the test on another day? Because of the nature of this test and limited staff resources, we can only offer the exam at the listed dates and times, except for the following unusual and limited circumstances: a. Current Military Personnel: Military personnel who, in connection with current service, have military orders that indicate their unavailability due to military service on the test date should contact The Urbana Free Library to request a make-up written examination (see address below). To request a make-up, submit an application and request such accommodation in writing ( is acceptable), with a copy of your military orders attached. Please include in your letter your address, daytime base phone number, and/or name and phone number of a friend or family member with whom you have regular contact and entrust with your personal communication. b. Testing Accommodations for People with Disabilities: If you need special testing accommodations due to a documented impairment such as a hearing, learning, physical, mental, or visual disability, contact The Urbana Free Library at no later than one week prior to the test date. You must also submit a letter of support from a qualified professional detailing what type of accommodation you require at the exam site. Without such a letter, we cannot guarantee that we will be able to grant your accommodation. This information is requested only to provide reasonable accommodation for exams and will not be used for any other purposes. 2. I don t want my current boss to know that I m interviewing for another position. Does he/she have to be contacted? If this is a concern, be sure to let the interview panel know! While we will need to talk to your employer at some point, we will try to arrange the process so that it is suitable for you. We want to be a good match for your interests, skills, and career goals. If you feel at any point in the process that this would not be a suitable job for you, please let us know. The Urbana Free Library 210 West Green Street, Urbana, Illinois Page

5 The test will cover subjects such as basic spelling, grammar, math, and policy interpretation. Be sure to bring your ID! IMPORTANT: You MAY bring a calculator to use on the math portion of the exam. It must be quiet, hand-held, solar or battery-powered. However, you CANNOT use your phone s calculator feature. Any device with a typewriter keyboard such as a computer, spell-checker, personal digital assistant, address book, adding machine, language translator, dictionary, cell phone, smart phone, and any similar devices is prohibited. Calculators that are Permitted Pictured below are two examples of calculators that ARE permitted. This is a calculator that simply provides basic math calculations. This is a more advanced (scientific) calculator with more complex functions. It does not perform functions beyond mathematical calculations. Calculators that are NOT Permitted This is a cell phone showing the calculator function. It is NOT permitted, as it is not a standalone calculator. This is a personal digital assistant. It is NOT permitted, as it is not a stand-alone calculator. 5 Page

6 Circulation Clerk Full Time / Part Time Job Description Department: Circulation Services Benefits Yes (pro-rated for PT) Division: Collection Access Services Time: General minimum of 36 hours per week for Full Time and 20 hours per week for Part Time, including evening and weekend hours. Part Time employees may work additional hours above the 20 base hours as requested by their supervisors for the Library s needs. Job Type: Civil Service (FT); Non-Civil Service (PT) FLSA Status: Non-Exempt Reports To: Director of Collection Access Services Wage Range: $ $ per hour for Circulation Clerks; $ $ per hour for Information Assistants JOB SUMMARY The Circulation Clerk performs detailed clerical work that involves the automated circulation of Library materials and the maintenance of related files. Circulation duties demand extensive public interaction, and the clerk must be continually positive and friendly while handling many tasks at once in a busy environment. Duties are carried out under specific procedural guidelines, policies, and supervision of the Director of Collection Access Services, Assistant Manager of Circulation Services, or senior Circulation Clerks. A full-time or part-time Circulation Clerk may also be trained to work as an Information Assistant, with duties at the first-floor information desk, the second-floor adult reference desk and computer lab, and the children s question desk. ESSENTIAL FUNCTIONS Serves the public at the circulation desk by checking out and checking in library materials, collecting fines, issuing library cards, explaining policies, etc. Utilizes the Library s computer system for various circulation services and functions. Answers telephone both for Circulation Services and for the entire Library. Issues borrowers cards and maintains files. Handles monetary transactions with accuracy. Processes interlibrary loans (FT) and hold requests. Represents the Library at outreach events in the community. 6 Page

7 Shares responsibility for the smooth running of the circulation desk, including maintaining a prompt and reliable attendance record. Supervises staff and manages workflow in the absence of senior Circulation Clerks. Ensures the security of library items and that equipment is in proper working order for a secure collection. Performs other related duties as assigned. Attends department and other meetings as scheduled. JOB REQUIREMENTS Education and Experience Graduation from high school or equivalent required. 25 words per minute keyboarding skills. One year successful, continuous work experience. Passing score on circulation and shelving tests. Public service, library, and supervisory experience all preferred. Bilingual skills (especially Spanish or Chinese) desirable. Knowledge of Basic word processing and spreadsheet software. General office and clerical procedures. Skills Strong commitment to excellent public service; friendly, energetic, and adaptable. Good organizational, interpersonal, and decision-making skills to work effectively with patrons, staff, and visitors. Excellent verbal and nonverbal communication skills. Dependability and honesty. Physical strength and agility sufficient to push loaded book trucks, to lift and carry up to 40 pounds, to access high and low shelves, and to work on one s feet for an entire shift. Ability to assume responsibility and work neatly, efficiently, and accurately without direct supervision. Ability to Quickly develop a thorough knowledge of the Library s circulation system and security system. Quickly develop a thorough knowledge of circulation procedures and activities. Master complex, detailed routines. Understand and follow detailed oral and written instructions. 7 Page

8 Learn and follow all relevant Library policies. Complete work with speed and accuracy and handle frequent, sudden task changes effectively. Work with the public, visitors, and staff in a consistently friendly and courteous manner. Work in a team atmosphere in a consistently cooperative manner. Communicate effectively orally and in writing. Enforce Library s policies. Work full range of Library hours, including evenings and weekends. Maximum availability desirable. Work additional hours beyond those regularly scheduled as necessary and for the Library s needs. Licenses, Certifications, and Memberships Required None. Contacts: Internal/External Daily contact with patrons and staff. Frequent contact with visitors. SUPPLEMENTAL INFORMATION Working Environment: The work environment characteristics described herein are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The work will occur primarily at The Urbana Free Library. Occasionally, staff perform outreach at offsite locations. Typical work schedule could include any hours that the Library is open in addition to time before and afterwards, with flexibility depending on the needs of the department. Physical Strength and Agility: Physical strength and agility sufficient to perform assigned tasks: While performing the duties of this job, the employee is frequently required to walk, sit, and talk or hear. The employee is frequently required to use hands to, handle, feel or operate objects, tools, or controls; and reach with hands and arms. The employee is occasionally required to climb or balance; stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move up to 40 pounds. Vision: See in the normal visual range with or without correction; vision sufficient to read computer screens and printed documents; visually inspect work in progress; and the ability to adjust focus to both print and electronic text. Hearing: Hear in the normal audio range with or without correction. 8 Page

9 Other: Lifting, pushing, and keyboarding. The physical demands described herein are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The duties listed above are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position. The job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change. The Urbana Free Library is an Equal Opportunity Employer. 9 Page

10 Information Assistant Job Description Department: Adult and Youth Services/Circulation Services Benefits Yes (pro-rated for PT) Division: Collection Access Services Time: General minimum of 36 hours per week for Full Time and 20 hours per week for Part Time, including evening and weekend hours. Part Time employees may work additional hours above the 20 base hours as requested by their supervisors for the Library s needs. Job Type: Civil Service (FT); Non-Civil Service (PT) FLSA Status: Non-Exempt Reports To: Director of Adult & Youth Services Wage Range: $ $ per hour for Circulation Clerks; $ $ per hour for Information Assistants JOB SUMMARY Information Assistants provide reference and readers advisory service, bibliographic instruction, and computer lab assistance to patrons of all ages; participate in outreach and programming; provide excellent customer service; and carry out other duties as assigned. The Information Assistant duties are carried out under specific procedural guidelines and under the supervision of the Director of Adult and Youth Services. Scheduling is coordinated by the Director of Collection Access Services in conjunction with hours worked as a Circulation Clerk. ESSENTIAL FUNCTIONS Provides routine reference service and bibliographic instruction to patrons. Assists patrons with the online catalog, the Internet, computer software, fax, and copier. Provides readers advisory service to patrons, including preparation of bibliographies. Assists with creation of marketing and display materials. Participates in outreach and programming events. Upholds Library Rules of Behavior and other Library policies. Might be a Public Notary. Performs other related duties as assigned. Attends department and other meetings as scheduled. 10 Page

11 JOB REQUIREMENTS Education and Experience The Urbana Free Library Training or experience in reference, technology; experience in adult or children s services desirable. Experience with electronic resources desirable. Prior experience with the Polaris ILS desirable. Associate s degree or equivalent required. 25 words per minute keyboarding skills. One year successful, continuous work experience. Passing score on circulation and shelving tests. Public service, library, and supervisory experience all preferred. Bilingual skills (especially Spanish or Chinese) desirable. Knowledge of Knowledge of print and digital reference sources. Knowledge of Internet resources. Creative reference and database skills. Working knowledge of basic word processing and spreadsheet software, plus additional Microsoft Office modules. Skills Ability to quickly develop an effective working knowledge of the library s automation system and of relevant databases. Good organizational, interpersonal, and decision-making skills. Excellent verbal and nonverbal communication skills. Dependability and honesty. Strong customer service orientation. Commitment to serving a diverse community. Physical strength and agility sufficient to perform assigned tasks. Ability to Master complex, detailed routines. Understand and follow detailed oral and written instructions. Learn and follow all relevant Library policies. Complete work with speed and accuracy and handle frequent, sudden task changes effectively. Work with the public, visitors, and staff in a consistently friendly and courteous manner. Work in a team atmosphere in a consistently cooperative manner. Assume responsibility and work neatly, efficiently, and accurately without direct supervision. 11 Page

12 Communicate effectively orally and in writing. Enforce Library policies. Work full range of Library hours, including evenings and weekends. Maximum availability desirable. Work additional hours beyond those regularly scheduled as necessary and for the Library s needs. Licenses, Certifications, and Memberships Required Willingness to become a Public Notary and to perform all related duties and functions. CONTACTS: INTERNAL/EXTERNAL Daily contact with patrons and staff. Frequent contact with visitors and callers. SUPPLEMENTAL INFORMATION Working Environment: The work environment characteristics described herein are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The work will occur primarily at The Urbana Free Library. Occasionally, staff perform outreach at offsite locations. Typical work schedule could include any hours that the Library is open in addition to time before and afterwards, with flexibility depending on the needs of the department. Physical Strength and Agility: Physical strength and agility sufficient to perform assigned tasks: While performing the duties of this job, the employee is frequently required to walk, sit, and talk or hear. The employee is occasionally required to use hands to finger, handle, feel or operate objects, tools, or controls; and reach with hands and arms. The employee is occasionally required to climb or balance; stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move up to 25 pounds. Vision: See in the normal visual range with or without correction; vision sufficient to read computer screens and printed documents; visually inspect work in progress; and the ability to adjust focus to both print and electronic text. Hearing: Hear in the normal audio range with or without correction. Other: Lifting, pushing, and keyboarding. 12 Page

13 The physical demands described herein are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The duties listed above are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position. The job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change. The Urbana Free Library is an Equal Opportunity Employer. 13 Page