Title: Staff Assistant II Library Services / Circulation & Serials Department: Library Services Reports To: Director Library Services Date Written/Revised: March 19, 2008/ January 25, 2018 Purpose, Scope & Dimension of Job: The Staff Assistant II Library Services / Circulation & Serials serves students, faculty, staff and members of the community at the Mott Community College Library in a transaction-intensive, high profile department. The Staff Assistant II is the most constant public face of the Mott Community College Library, interacting with several thousand library patrons annually, and performs a variety of duties in the delivery of library customer service including materials circulation and basic reference information. The Staff Assistant II is responsible for maintaining the PALnet Koha automated library system and Datatel accounts and is frequently focused on resolving impediments - overdue materials and other financial obligations - that may hinder a student s ability to register for classes, receive transcripts and grades, and complete college business via the Internet. The Staff Assistant II is also responsible for maintaining the library s serials holdings. The Staff Assistant II actively contributes to a work environment that is dedicated to the successful operation of the library for users, including a commitment to ongoing professional development, effective communication practices, frequent review of policies and procedures, and a willingness to assist others. Supervisory Responsibility: The Staff Assistant II Library Services / Circulation & Serials works under the general oversight of the Coordinator - Library Circulation & Technical Services and is responsible for supervising and coordinating the work of the Public Services Aides (2.5 FTE). As the Work Group Leader for the Public Services Aides, the Staff Assistant II Library Services / Circulation & Serials participates in the selection process for Public Services Aides and is expected to provide training, direction, and guidance as the Aides perform daily tasks. The Staff Assistant II Library Services / Circulation & Serials is also responsible for developing the weekly schedule and completing payroll for the Public Service Aides Essential Duties/Major Accountabilities: Serials Collection 1. Coordinates all aspects of periodical acquisition, processing and claiming for all sites using the PALnet serials module. 2. Manages the library s relationship with serial vendors; monitoring service level agreements and supplier performance. 3. Maintains currency with Koha software upgrades and modifies workflow as needed. 4. Responsible for Koha database accuracy for magazines and standing orders. 5. Predicts complicated publication patterns in a consortium environment and assigns patterns to a shared PALnet serials database. 6. Performs problem solving with suppliers and library staff involved in these materials for all locations. 7. Prepares and reports periodical usage statistics for Technical Services monthly and annual reports. Page 1 of 6
8. Tracks and documents receipt of publications for over 300 titles; makes claims with publisher/vendor for missing issues within a finite claiming cycle. 9. Oversees periodical repairs, weeding, and shelf preparation/shifting. Circulation Services 1. Responsible for serving all categories of users including students, faculty, staff, University Center, high school students, and community members. 2. Oversees circulation of library materials to students, faculty, staff and the public using the PALnet/Koha automated library system. 3. Regularly interacts with faculty by communicating student needs, makes recommendations on reserves material use, and provides reports on circulation patterns. 4. Interviews, trains, schedules and mentors work study students in proper work etiquette at the Circulation Desk and in the Computer Lab; provides input to the Library Technical Services/Circulation Services Coordinator in matters such as discipline and/or termination of student employment. 5. Determines work priorities for student workers, assigns daily work and ongoing projects, and checks quality of completed tasks. Analyzes workflow, production, and maintains quality control. 6. Synchronizes Koha and Datatel patron transactions to maintain accurate campus-wide student records. 7. Maintains confidentiality of patron information in accordance with Michigan library privacy laws. 8. Makes decisions concerning individual patron access to library services, places blocks when necessary, and works with patrons to resolve issues. 9. Communicates with library users and interprets administrative and operating policies and procedures both verbally and in writing. 10. Acts as first responder several times each day when the library s security alarm is activated; interacts with patrons who set off the alarm in a tactful manner, ensuring that the alarm trigger is identified and library assets are secured. 11. Prepares handouts and other materials to assist patrons in library use. 12. Participates in collection maintenance, including layout and design, and ensures that materials are easily accessible. Directs Public Services Aides in proper shelving processes. 13. Participates in protecting and prolonging the life of the library s collection through examination of circulating materials. 14. Acts as Koha system circulation liaison for database quality and problem solving; communicates issues with detailed examples to Technical Services Coordinator and PALnet staff. 15. Assists with interlibrary loan and MeLCat processes. 16. Assists in the collection, maintenance, and preparation of statistical information relevant to the Circulation Department. 17. Identifies and recommends methods to improve the operation of the Circulation Department in the areas of work processes and effective delivery of services. Implements changes as necessary. 18. Attends workshops, participates in web seminars, and monitors professional listservs. 19. Supports the activities of the Reference department by answering basic questions, referring in-depth research inquiries to the Reference Librarian, and providing telephone customer service as a backup during the day. 20. Performs other duties as assigned. Page 2 of 6
Financial Services 1. Responsible for Datatel account and PALnet account protocols and regularly audits records for accuracy. 2. Processes, manages and reconciles all library financial transactions through the Datatel and automated PALnet library systems. 3. Completes daily, weekly, and monthly reconciliation of all library accounts receivable financial transactions in accordance with Mott accounting practices. 4. Completes daily reconciliation of cash register and cash drawers of each staff member using register tapes, Datatel transaction reports and the library s automated system reports. 5. Prepares weekly deposit, submits for verification, and makes deposit. 6. Monitors and updates the status of lost, missing, damaged and overdue library materials for the purpose of taking appropriate action, including repair or replacement of item, patron billing for, and collection of debts. 7. Reviews system-generated billing notices for accuracy, resolves Datatel blocks as appropriate, and process/mails notices. 8. Provides staff training and assistance in the use of Datatel processes. 9. Prepares, analyzes, and presents statistical, financial and other reports as requested and according to established guidelines. 10. Ensures that reports are archived for easy retrieval to achieve audit compliance. Humanities Computer Lab 1. Manages the library s open computer lab on the first floor and coordinates computer lab reservation scheduling with the Humanities Division. 2. Monitors computer use for Acceptable Use Policy and Student Code of Conduct compliance. 3. Interacts with Public Safety regarding issues of computer misuse and inappropriate behavior. 4. Keeps library staff informed of changes in the computer lab. Work Group Leader 1. Interviews, hires, trains, schedules and mentors work study students in proper work etiquette at the Circulation Desk and in the Computer Lab. This includes organizing an annual group orientation for work study students. 2. Determines work priorities for work study students, assigns daily work and ongoing projects, and checks quality of completed tasks at the Circulation Desk and in the Computer Lab. Analyzes workflow, production, and maintains quality control. 3. Provides input to the Library Technical Services/Circulation Services Coordinator in matters such as discipline and/or termination of student employment for work study students. Accountability Standards for all Department Staff: Responsible for adherence to the following: 1. PALnet Policies 2. State of Michigan Library Privacy Act 3. The USA Patriot Act 4. Acceptable Use Policies MCC, Merit 5. U.S. Code Title 17 6. MeLCat Resource Sharing Protocols 7. OCLC Resource Sharing Protocols Page 3 of 6
8. Consistent and timely attendance 9. Models behavior that upholds the MCC Commitments for Employee and Student Success Minimum Required Knowledge, Skills, and Abilities: 1. Minimum of Associates Degree or higher. 2. One year of experience delivering quality customer service in a library setting or in a setting that required problem solving on customer requests and the ability to exchange information and interface effectively with customers clearly and concisely. 3. Ability to appropriately use and demonstrate proficiency with standard office productivity software and tools, including basic level proficiency with MS Word and Excel. 4. Proficient computer keyboarding ability and experience. 5. Experience handling money in a library setting or with retail cashiering. 6. Experience with efficiently organizing, managing and retrieving large amounts of data. 7. Ability to address difficult matters with library users, calmly and fairly. Ability to serve library patrons in a consistently tactful, sensitive, and considerate manner and exhibit a strong identification with the service needs of students, faculty and other library patrons. 8. Ability to handle multiple tasks and projects simultaneously. 9. Excellent communication skills, both orally and in writing. 10. Ability to meet deadlines responsibly. 11. Ability to maintain confidentiality of highly sensitive student and patron records such as social security numbers, birthdates, addresses, and phone numbers, or other information in Datatel or the integrated library system. 12. Ability to work under pressure in a dynamic work environment while adapting to ever changing program demands and priorities. 13. Ability to work independently and with a high level of accuracy. 14. Ability to analyze complex problems and make informed decisions with a minimum of supervision. 15. Ability to communicate and work effectively with a culturally diverse population. Additional Preferred Qualifications: 1. Academic library experience. 2. Library Technician Associates degree. 3. Intermediate level proficiency with Excel. 4. Familiar with Koha automated library system. 5. Familiar with Datatel. 6. Experience with invoicing, accounts receivable, collections, accounting procedures, or using an integrated data information system for business operations. Unique Aspects of Job: The Staff Assistant II Library Services / Circulation & Serials supports the activities of the Reference Librarian by providing back-up in the form of answering basic reference questions and covering phone services when needed. The main work space is located directly behind the Circulation Desk and is always in the public view. While remaining aware of the public services flow in the lobby area, the Staff Assistant II Library Services / Circulation & Serials must perform highly detailed, multi-step Datatel/Koha processes with accuracy, often within a very limited window of time. It is imperative that the Staff Assistant II have the Page 4 of 6
ability to focus on diverse tasks simultaneously while solving varying and/or complicated problems. Constant interruptions to work flow are the rule rather than the exception. 1. Receives inquiries, emails and phone calls at a service desk environment with an emphasis on performing a variety of transactional and student services in an efficient and professional manner. These transactions may include but are not limited to: lifting or applying registration holds, fielding questions regarding library services, conducting financial transactions, providing assistance to campus visitors, etc. 2. Provide high-quality customer care at all times. 3. Answer questions, as well as inquire to obtain full understanding of what information is being requested. 4. Refer incidents, email, etc. to appropriate individuals when necessary. 5. Communicate clearly and effectively with students and other customers. 6. Manage length of transactions. 7. Recognize and manage assertive individuals. If necessary, involve the Director of Library Services or Public Safety in the situation or refer the incident to the appropriate person. 8. Add to a database of questions and answers to provide ongoing statistics and related information regarding the needs of students and other library users. 9. Maintains a thorough knowledge of serials acquisitions, including trends in publishing and subscription services, publication patterns for receipt and claiming, and shipping practices. Physical Requirements: With or without accommodation, the employee in this position must be able to move about the entire library building and be in a position to assist library patrons. The employee must be able to operate and constantly use a personal computer, communicate with others in person and via telephone, and must be able to stand, remain stationary and move actively for long periods of time. The employee must be able to climb or reach overhead and handle and move heavy volumes, fully loaded book trucks, and computer equipment. The minimum reasoning skills necessary for this position include the ability to solve problems and deal with a variety of concrete variables in situations where standardization does not exist. Ability to interpret a variety of instructions furnished in written or oral form. Hours/Schedule: Full time, 40 hours per week/52 weeks per year. May require flexible work hours, including evening or weekend hours. Typical work shift will be 12:00 pm to 9:00 p.m. Monday-Thursday and 8 a.m. to 5 p.m. on Friday. Page 5 of 6
Signatures: Director Library Services Date Vice President - Academic Affairs Date This job description is intended to summarize the type and level of work performed by the incumbent and is not an exhaustive list of duties, responsibilities and requirements. This section to be completed by a Human Resources representative Employee Group & Grade: Affirmative Action Group: Status: Administrative Support- Grade B 51 (Administrative Assistants & Secretarial Support) Approved Reviewed by Human Resources: Initials Date Page 6 of 6