Sacramento Public Library Authority

Transcription

1 Sacramento Public Library Authority May 28, 2015 Agenda Item 18.0: Revised Position Description Youth and Literacy Services Manager And New Job Description Volunteer Coordinator TO: FROM: RE: Sacramento Public Library Authority Board Rivkah K. Sass, Library Director Liane Lee, Human Resources Manager Revised Position Description - Youth and Literacy Services Manager New Job Description Volunteer Coordinator RECOMMENDED ACTION(S): Adopt Resolution 15-16, approving the Sacramento Public Library Authority s revised position description for Youth and Literacy Services Manager, as set forth in Exhibits A and B, and a new job description for Volunteer Coordinator as shown in Exhibit C. REASON FOR RECOMMENDATION Library staff are in the process of reviewing position descriptions and revising accordingly to better meet the needs of the system. The Youth and Literacy Services Manager position description was revised and approved by the Board on 7/24/14 and staff are bringing it before the boards again as it has been revised more finely to accurately depict the duties and responsibilities of the position in managing youth services as well as adult literacy functions. The job description of Volunteer Coordinator is a new position that is needed to provide coordination and oversight of volunteer services. This position will act as a liaison and primary contact between branches and volunteers. The unique job duties of this position support the stand alone position rather than to have it fall under the auspice of the more generic Library Associate positon description. ATTACHMENT(S): Resolution 15-16, approving the Sacramento Public Library Authority s revised position description for Youth and Literacy Services Manager, as set forth in Exhibits A and B, and a new job description for Volunteer Coordinator as shown in Exhibit C.

2 Sacramento Public Library Authority RESOLUTION NO Adopted by the Governing Board of the Sacramento Public Library Authority on the date of: May 28, 2015 APPROVING THE SACRAMENTO PUBLIC LIBRARY AUTHORITY REVISED POSITION DESCRIPTION FOR YOUTH AND LITERACY SERVICES MANAGER, AS SET FORTH IN EXHIBITS A AND B, AND A NEW POSITION DESCRIPTION FOR VOLUNTEER SERVICES COORDINATOR, AS SET FORTH IN EXHIBIT C NOW THEREFORE BE IT RESOLVED BY THE GOVERNING BOARD OF THE SACRAMENTO PUBLIC LIBRARY AUTHORITY AS FOLLOWS: 1. Approve the revised position description for Youth and Literacy Services, as set forth in Exhibits A and B, and a new position description for Volunteer Services Coordinator, as set forth in Exhibit C. Jeff Slowey, Vice-Chair Rick Jennings II, Vice Chair ATTEST: Rivkah K. Sass, Secretary By: Linda J. Beymer, Assistant Secretary ATTACHMENT(S): Exhibit A: Revised Position Description Youth and Literacy Services Manager Clean Copy Exhibit B: Revised Position Description Youth and Literacy Services Manager Redline Version Exhibit C: New Position Description Volunteer Services Coordinator

3 Board Approved: 10/2008 Revision: 5/28/15 Department: Youth and Literacy Services Unit: Management Grade: Management Broad Band FLSA Status: Exempt Job Description Youth and Literacy Services Manager BASIC FUNCTION Plan, direct and review activities and operations of the youth services programs to meet the needs and interests of the library s service population ages 0-18 as well as the Adult Literacy department serving adult learners; coordinate assigned activities with other library services and outside agencies; participate in development of system-wide plans, policies and procedures. MAJOR DUTIES AND RESPONSIBLITIES (Functions listed are intended only as illustrations of the various types of work performed. The omission of specific duties does not exclude them from the position if the work is similar, related or a logical assignment to the position.) GENERAL Examine, interpret and anticipate community needs and develop programs and services for the youth population of the library as well as adults needing literacy and GED support; research, develop and recommend strategies and programs to meet those needs; direct and oversee implementation and evaluation of services and programs. Maintain contact with and provide service to local organizations and educational groups serving children and young adults. Represent the library to other agencies and organizations; make formal and informal presentations; work with the Library Foundation and Friends of the Library. Ensure that the library provides a quality collection of juvenile and young adult print materials to meet the needs and desires of the youth population. Oversee the provision of, or directly provide, programming and information for media releases and promotional materials. Coordinate and participate in the development of work plans, goals and objectives for employees. Develop, recommend, implement and administer goals and objectives; recommend and administer policies and procedures. Provide direction to staff regarding services and resources to users; structuring year-round programming schedules and implementing programs for the infant through high-school levels. Assign work, projects and programs; monitor work flow; review and evaluate work product, method, and procedure. Assist in recruitment and hiring; train, supervise, motivate and evaluate personnel; work with employees to correct deficiencies. Supervise the development and administration of budget; forecast funds needed for staffing, equipment, materials and supplies; monitor and approve expenditures; implement midyear adjustments. Participate in management team; make recommendations regarding budget adjustments, policy and longrange planning, Lead and participate in system-wide committees, task forces and staff training. Initiate and participate in problem identification and problem solving; seek out creative and innovative approaches to service and program-delivery and problem resolution. Respond to and resolve library customer issues, concerns and complaints. Prepare, maintain, and provide statistics and reports; write letters, memos, reports and summaries. Perform other duties as assigned.

4 JOB DESCRIPTION YOUTH SERVICES MANAGER QUALIFICATIONS: Knowledge of: 1. Sacramento Public Library s policies and procedures 2. Federal, State and local laws, regulations and ordinances 3. Principles and practices of long-term and strategic planning 4. Principles and practices of budget preparation and administration 5. Principles, practices and procedures of assigned area of specialty and responsibility 6. Public library operations, services and activities 7. Knowledge of current trends and innovations in public librarianship and information delivery, including emergent technologies 8. Principles and practices of intellectual freedom and the Library Bill of Rights 9. Equipment and applications essential to the effective functioning of the library, including PCs, integrated library systems, productivity software and online tools. 10. Correct English usage, punctuation, spelling and grammar; effective oral and written communication skills Ability to: 1. Act as a representative of Sacramento Public Library to the public 2. Lead work groups toward accomplishing SPL mission and goals as described in the Library s strategic plan 3. Learn, interpret explain and apply Sacramento Public Library s policies and procedures 4. Work independently with little direction 5. Operate personal computer and software programs 6. Pay attention to detail and maintain accurate records. 7. Seek, submit and manage grants 8. Work with information in confidence and with discretion 9. Establish priorities, organize work and meet schedules and timelines 10. Choose an effective course of action and develop appropriate solutions 11. Exercise sound judgment and make independent decisions 12. Develop, analyze, prepare, monitor and control large and complex budgets 13. Prepare accurate and reliable reports containing findings, conclusions and recommendations 14. Respond to internal and external customers in a timely, accurate, courteous, respectful and friendly manner 15. Keep current by reading professional publications, newsletters, trade journals, newspapers and magazines 16. Maintain composures in crisis situations 17. Establish and maintain cooperative and effective working relationships 18. Understand and carry out oral and written direction 19. Communicate both orally and in writing in a clear and concise manner 20. Utilize basic alphabetical and numeric filing methods; basic mathematical principles 21. Travel throughout library service area EXPERIENCE Master s degree in Library Science from an American Library Association (ALA)-accredited university is required. EDUCATION Four (4) years experience as a professional librarian specializing in youth services with two (2) of the four (4) years working in a supervisory capacity is required. LICENSES, CERTIFICATIONS, BONDING AND/OR TESTING REQUIRED Possession of a valid Class C California Driver License and proof of insurability is required.

5 JOB DESCRIPTION YOUTH SERVICES MANAGER OTHER REQUIRMENTS Personal transportation for job-related travel WORKING CONDITIONS Environment: The work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of the job. This position will be primarily an indoor office environment. Physical Abilities: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. The employee must be able to: Lift, carry, push and/or pull items with a strength factor of light work Hear and speak to exchange information in person and on the telephone See to read a variety of materials Possess dexterity of hands and fingers to operate equipment Stand and walk Bend at the waist, kneel or crouch Sit or stand for extended periods of time Climb a step stool/ladder and reach above shoulders Hazards: Sitting and viewing a computer monitor for extended periods of time. Employee Signature Date

6 Board Approved: 10/2008 Revision: 7/24/14 5/28/15 Department: Youth and Literacy Services Unit: Management Grade: Management Broad Band FLSA Status: Exempt Job Description Youth and Literacy Services Manager BASIC FUNCTION Plan, direct and review activities and operations of the youth services programs (children s and teens) to meet the needs and interests of the youth library s service population ages 0-18of the library as well as ; and the Adult Literacy department serving adult learners; coordinate assigned activities with other library services and outside agencies; participate in development of system-wide plans, policies and procedures. MAJOR DUTIES AND RESPONSIBLITIES (Functions listed are intended only as illustrations of the various types of work performed. The omission of specific duties does not exclude them from the position if the work is similar, related or a logical assignment to the position.) GENERAL Examine, interpret and anticipate community needs and develop programs and services for the youth population of the library as well as adults needing literacy and GED support; research, develop and recommend strategies and programs to meet those needs; direct and oversees implementation and evaluation of services and programs. Maintain contact with and provide service to local organizations and educational groups serving children and young adults. Represent the library to other agencies and organizations; make formal and informal presentations; work with the Library Foundation and Friends of the Library. Ensure that the library provides a quality collection of juvenile and young adult print materials to meet the needs and desires of the youth population. Oversee the provision of, or directly provide, programming and information for media releases and promotional materials. Coordinate and participate in the development of work plans, goals and objectives for employees. Develop, recommend, implement and administers goals and objectives; recommend and administer policies and procedures. Provide direction to staff regarding services and resources to users; structuring year-round programming schedules, and implementing programs for the infant through high-school levels. Assign work, projects and programs; monitor work flow; review and evaluate work product, method, and procedure. Assist in recruitment and hiring; train, supervise, motivate, and evaluate personnel; work with employees to correct deficiencies. Supervise the development and administration of budget; forecasts funds needed for staffing, equipment, materials and supplies; monitor and approve expenditures; implement midyear adjustments. Participate in management team; make recommendations regarding budget adjustments, policy and longrange planning, Lead and participate in system-wide committees, task forces, and staff training. Initiate and participate in problem identification and problem solving; seek out creative and innovative approaches to service and program program-delivery and problem resolution. Respond to and resolve library customer issues, concerns, and complaints. Prepare, maintain, and provide statistics and reports; write letters, memos, reports and summaries. Performs other duties as assigned.

7 JOB DESCRIPTION YOUTH SERVICES MANAGER QUALIFICATIONS: Knowledge of: 1. Sacramento Public Library s policies and procedures. 2. Federal, State and local laws, regulations and ordinances. 3. Principles and practices of long-term and strategic planning. 4. The pprinciples and practices of budget preparation and administration. 5. The pprinciples, practices, and procedures of assigned area of specialty and responsibility. 6. Public library operations, services, and activities. 7. Knowledge of current trends and innovations in public librarianship and information delivery, including emergent technologies. 8. The pprinciples and practices of intellectual freedom and the Library Bill of Rights. 9. Office methods and equipment, including computers and assigned software. Equipment and applications essential to the effective functioning of the library, including PCs, integrated library systems, productivity software and online tools. 10. Correct English usage, punctuation, spelling and grammar; effective oral and written communication skills. Ability to: 1. Act as a representative of Sacramento Public Library to the public. 2. Lead work groups toward accomplishing SPL mission and goals as described in the Library s strategic plan. 23. Learn, interpret explain and apply Sacramento Public Library s policies and procedures. 4. Work independently with little direction. 5. Operate personal computer and software programs. 6. Pay attention to detail and maintain accurate records. 7. Seek, submit and manage grants. 8. Work with information in confidence and with discretion. 9. Establish priorities, organize work and meet schedules and timelines. 10. Choose an effective course of action and develop appropriate solutions. 11. Exercise sound judgment and make independent decisions. 12. Develop, analyze, prepare, monitor and control large and complex budgets. 13. Prepare accurate and reliable reports containing findings, conclusions and recommendations. 14. Respond to internal and external customers in a timely, accurate, courteous, respectful and friendly manner. 15. Keep current by reading professional publications, newsletters, trade journals, newspapers and magazines. 16. Maintain composures in crisis situations. 17. Establish and maintain cooperative and effective working relationships. 18. Understand and carry out oral and written direction. 19. Communicate both orally and in writing in a clear and concise manner. 20. Utilize basic alphabetical and numeric filing methods; basic mathematical principles Travel throughout library service area. EXPERIENCE Master s degree in Library Science from an American Library Association (ALA) )-accredited university is required. EDUCATION Four (4) years experience as a professional librarian specializing in youth services with two (2) of the four (4) years working in a supervisory capacity is required. LICENSES, CERTIFICATIONS, BONDING AND/OR TESTING REQUIRED Possession of a valid Class C California Driver License and proof of insurability is required.

8 JOB DESCRIPTION YOUTH SERVICES MANAGER OTHER REQUIRMENTS Personal transportation for job-related travel. WORKING CONDITIONS Environment: The work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of the job. This position will be primarily be an indoor office environment. Physical Abilities: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. The employee must be able to: Lift, carry, push and/or pull items with a strength factor of light work. Hear and speak to exchange information in person and on the telephone. See to read a variety of materials. Possess dexterity of hands and fingers to operate equipment. Stand and walk. Bend at the waist, kneel or crouch. Sit or stand for extended periods of time. Climb a step stool/ladder and reach above shoulders Hazards: Sitting and viewing a computer monitor for extended periods of time. Employee Signature Date

9 Board Approved: 5/28/2015 Revision: Department: Community Services Unit: Library Unit Grade: 5 FLSA Status: Non-Exempt Job Description VOLUNTEER COORDINATOR BASIC FUNCTION Develop, coordinate, implement, promote and assist in the oversight of Sacramento Public Library (SPL) volunteer services; participate in the development and implementation of program strategies, goals, objectives, policies, procedures and priorities; provide opportunities for volunteers to actively participate in and make a meaningful contribution to the operations of the Library; build public awareness of the services provided by SPL. MAJOR DUTIES AND RESPONSIBILITIES (Functions listed are intended only as illustrations of the various types of work performed. The omission of specific duties does not exclude them from the position if the work is similar, related or a logical assignment to the position.) Develop, coordinate, implement, promote and assist in the oversight of Sacramento Public Library (SPL) volunteer services. Modify program in response to changing needs; confer with staff to evaluate and assess the library s volunteer needs on a continuing basis. Develop community contacts and resources for volunteer recruitment. Recruit, screen, interview, hire and place volunteers for the library and associated programs; provide volunteer orientation, training and performance evaluation. Manage projects and tasks requiring strong organizational ability and attention to detail. Develop volunteer tasks and projects; coach and evaluate volunteers; identify tasks that will serve as a framework for various volunteer positions and will complement the jobs of paid employees. Match interested volunteers with opportunities that suit their skills set and serve the organization; ensure that volunteers feel comfortable with their placements and fully understand their responsibilities. Direct large volunteer groups and/or individuals; coordinate and schedule volunteers on an ongoing basis; keep existing volunteers informed via newsletters, and other communications. Promote and advocate to staff the value and contributions of volunteers; coordinate, plan and assist with volunteer appreciation events. Demonstrate a positive, enthusiastic attitude and excellent networking and socializing skills. Coordinate annual volunteer recognition event. Promote SPL within its service area; represent SPL to other agencies and organizations. Plan, develop and present engaging formal and informal presentations. Develop, prepare and maintain reports, summaries, files and databases. Develop volunteer job descriptions, procedures and forms. Travel throughout the Sacramento area. Perform other related duties as assigned. QUALIFICATIONS: Knowledge of: 1. Public library operations, services and activities 2. Volunteer program development, implementation and management 3. Techniques and programs that will successfully contribute to the recruitment and retention of volunteers 4. Excellent customer service principles and practices 5. Effective oral and written communication skills; proficiency in English usage, spelling, grammar and punctuation; basic alphabetical and numeric filing methods; basic mathematical principles 6. Principles and practices of supervision, training, coaching, mentoring and performance evaluation

10 JOB DESCRIPTION VOLUNTEER COORDINATOR 7. Equipment and applications essential to the effective functioning of the library, including PCs, integrated library systems, productivity software and online tools Ability to: 1. Effectively communicate with a variety of people utilizing strong interpersonal skills 2. Manage and coordinate multiple tasks and projects 3. Adhere to the values of SPL and convey its purpose and goals 4. Act as a representative of Sacramento Public Library to the public 5. Learn, interpret, explain and apply Sacramento Public Library s policies and procedures 6. Work independently with little direction 7. Operate personal computer and software programs 8. Pay attention to detail and maintain accurate records 9. Work with information in confidence and with discretion 10. Establish priorities, organize work and meet schedules and timelines 11. Choose an effective course of action and develop appropriate solutions 12. Exercise sound judgment and make independent decisions 13. Prepare accurate and reliable reports containing findings, conclusions and recommendations 14. Establish and maintain cooperative and effective working relationships 15. Understand and carry out oral and written direction 16. Communicate both orally and in writing in a clear and concise manner 17. Travel throughout library service area EXPERIENCE Three (3) years experience working with volunteers is required if Associate of Arts (AA) degree is held. One (1) year experience working with volunteers is required if Bachelor of Arts (BA)/Bachelor of Science (BS) degree held. EDUCATION Associate of Arts (AA) degree is required. Bachelor of Arts (BA)/Bachelor of Science (BS) degree is preferred. LICENSES, CERTIFICATIONS, BONDING AND/OR TESTING REQUIRED Possession of a valid Class C California Drivers License and proof of satisfactory Department of Motor Vehicle (DMV) clearance is required. OTHER REQUIREMENTS Personal transportation for job-related travel. WORKING CONDITIONS Environment: The work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of the job. This position will primarily be an indoor office environment. Physical Abilities: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. The employee must be able to: Lift, carry, push and/or pull items with a strength factor of light work Hear and speak to exchange information in person and on the telephone See to read a variety of materials

11 JOB DESCRIPTION VOLUNTEER COORDINATOR Possess dexterity of hands and fingers to operate equipment Stand and walk Bend at the waist, kneel or crouch Sit or stand for extended periods of time Climb a step stool/ladder and reach above shoulders Hazards: Sitting and viewing a computer monitor for extended periods of time Employee Signature Date