Sacramento Public Library Authority August 28, 2014 Agenda Item 11.0: Revised Position Description Circulation Supervisor TO: FROM: RE: Sacramento Public Library Authority Board Rivkah K. Sass, Library Director Liane Lee, Human Resources Manager Revised Position Description Circulation Supervisor RECOMMENDED ACTION(S): Adopt Resolution 14-32, approving the Sacramento Public Library Authority s Revised Position Description for Circulation Supervisor as shown in Exhibit A. REASON FOR RECOMMENDATION The Circulation Supervisor position description has been revised and updated to remove language pertaining to non-public service functions. In the past, both the Collection Services and Public Services departments employed staff with the classification of Circulation Supervisor. This is no longer the case, as this position is entirely a Public Services position. The Experience qualifications were amended to add significant experience in providing positive customer service in a supervisor capacity as an alternative to experience working in a library. This acknowledges the critical importance in this position of the proven ability to motivate and coach others to excellent customer service. The format has been modified to be more clear and easier to review. The revision to this description has no impact to the total FTEs. The Authority Board will see other position descriptions modified to this format in the future. ATTACHMENT(S): Resolution 14-32, approving the Library Authority s Position Description Revision as detailed in Exhibit A.
Sacramento Public Library Authority RESOLUTION NO. 14-32 Adopted by the Governing Board of the Sacramento Public Library Authority on the date of: August 28, 2014 APPROVING THE SACRAMENTO PUBLIC LIBRARY AUTHORITY POSITION DESCRIPTION AS SET FORTH IN EXHIBIT A NOW THEREFORE BE IT RESOLVED BY THE GOVERNING BOARD OF THE SACRAMENTO PUBLIC LIBRARY AUTHORITY AS FOLLOWS: 1. Approve the Circulation Supervisor position description as set forth in Exhibit A. Angelique Ashby, Chair Jeff Slowey, Vice-Chair ATTEST: Rivkah K. Sass, Secretary By: Linda J. Beymer, Assistant Secretary ATTACHMENT(S): Exhibit A: Position Description Circulation Supervisor Clean Copy Exhibit B: Position Description Circulation Supervisor Redline Copy
Job Description CIRCULATION SUPERVISOR BASIC FUNCTION Under general supervision, plan, organize, direct and coordinate circulation operations; provide training, supervision and leadership to library staff. 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.) Oversee and coordinate all circulation functions in a public-service setting (e.g. materials check out/in, processing holds, delivery, cash handling and preparation of deposits, etc.) Provide customer service, including reader s advisory, information, reference and referral, and assistance in using technology. Assign, prioritize and schedule staff. Assist in recruiting, hiring and training of personnel; resolve personnel issues; review and evaluate the work of front-line staff, shelvers and volunteers. Interpret and apply procedures, policies, administrative rules and regulations for library staff and customers. Assist internal and external customers in person, over the telephone or through electronic communication; respond to and resolve customer issues, concerns, and complaints. Prepare, maintain and provide statistics and reports. Monitor shelver budget. Work with a variety of systems and equipment (e.g. integrated library system, public-access computers, print management system, scheduling software, room reservations software, electronic resources, etc.) Monitor equipment and work area; coordinate purchases and/or repairs. Attend meetings and participate in committees and team activities. May require travel throughout the library service area. May require working at various locations during the course of the workday or workweek. Perform other related duties as assigned. QUALIFICATIONS: Knowledge of: 1. Public library operations, services and activities 2. Current trends and innovations in public librarianship and information delivery, including emergent technologies 3. Excellent customer service principles and practices 4. English usage, spelling, grammar and punctuation; basic alphabetical and numeric filing methods; basic mathematical principles 5. Principles and practices of supervision, training, coaching, mentoring and performance evaluation 6. Office methods, processes and equipment, including computers and assigned software Ability to: 1. Learn, interpret, explain and apply Sacramento Public Library s policies and procedures 2. Establish and maintain effective working relationships 3. Provide excellent customer service 4. Plan, organize, supervise and manage personnel 5. Collect, compile and input data needed for timely and accurate reporting 6. Communicate both orally and in writing in a clear and concise manner Board Approved: 11/2007 Revision: 8/28/2014 Department: Central Library, Branches Unit: Library Unit Grade: 5 FLSA Status: Non-Exempt
JOB DESCRIPTION CIRCULATION SUPERVISOR 7. Learn and use specialized library circulation software 8. Establish priorities and organize work; meet schedules and timelines 9. Act as a representative of Sacramento Public Library 10. Work independently with little direction 11. Operate personal computer and software programs 12. Pay attention to detail and maintain accurate records 13. Work with information in confidence and with discretion 14. Exercise sound judgment and make independent decisions 15. Choose an effective course of action and develop appropriate solutions 16. Understand and carry out oral and written direction 17. Learn and utilize information-finding tools and technologies EXPERIENCE Two (2) years as a Library Services Assistant, Library Technology Assistant or related paraprofessional library position OR two (2) years in a supervisorial capacity in a customer-service environment is required. EDUCATION Associate of Arts Degree OR 60 semester units OR 90 quarter units from an accredited college is required. Bachelor s degree from an accredited college or university is preferred. LICENSES, CERTIFICATIONS, BONDING AND/OR TESTING REQUIRED Valid Class C California Driver License and proof of insurability 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 up to a maximum of 50 pounds with a strength factor of heavy 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; contact with abusive or dissatisfied individuals is possible.
Board Approved: 11/2007 Revision: 8/28/14 Department: Central Library, Branches Unit: Library Unit Grade: 5 FLSA Status: Non-Exempt Job Description CIRCULATION /Collection Management SUPERVISOR Service Philosophy: Customers are the library s first priority. Staff: understand service through the lens of the customer; deliver service with respect; make decisions that support successful customer interactions. Customers: enjoy a seamless and successful library experience as defined by their own expectations; choose their own method of interaction staff assisted, self-directed or virtual. BASIC FUNCTION Job Summary: Performs complex and responsible paraprofessional library work as a supervisor of a circulation work unit in a medium to large library, or a collection management work unit; provides supervision and leadership to unit or branch staff; and performs other related duties as assigned. Under general supervision plan, organize, direct and coordinate circulation operations; provides training, supervision and leadership to library staff.; and performs other related duties as assigned. 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.) 1. Under general supervision, implements and monitors the operations of the activity assigned, including budget allocations, identifying problems and needs, and recommending and implementing changes in procedures within assigned area; Oversee and coordinate all circulation functions in a public-service setting (e.g. materials check out/in, processing holds, delivery, cash handling and preparation of deposits. Provide customer service including reader s advisory, information, reference and referral, and assistance in using technology. 2. Assigns, prioritizes, schedules, and staff. review the work of Library Services Assistants, Library Technicians., shelvers and volunteers; 3. Assists in recruiting, interviewing, hiring, and training and evaluating the work of assigned personnel; notifies manager or higher level supervisor of personnel issues or problems of assigned personnel; resolve personnel issues; review and evaluate the work of front line staff, shelvers and volunteers. 4. Interprets and apply procedures, policies, and administrative rules and regulations to for library staff and library customers; resolves customer problems when necessary. 5. Assists internal and external customers in person, over the telephone, or through electronic communication,. respond to and resolve customer issues, concerns, and complaints. resolve customer problems when necessary 6. May: Check library materials in and out, issue library cards, take fines and payments; Provide information regarding library services, policies, and procedures and the location and use of library materials and equipment; Answer reference questions and perform adult or youth services work; Provide readers advisory, basic information service, and assistance to library customers in the use of the library; Supervise the acquisition, receipt and processing of library materials; Copy catalog and input bibliographic records into database; Process library materials; Provide readers advisory, basic information service, and assistance to library customers in the use of the library; Process holds, delivery materials, and various circulation reports; Count cash and prepare deposits;
JOB DESCRIPTION Circulation Supervisor 7. Works with a variety of equipment and automated systems, including the integrated library system, PCs, printers, and electronic databases; performs simple repair and maintenance on computers and other equipment. 8. Prepares, maintains, and provides statistics and reports. based on a variety of files, lists, and databases; Monitor shelver budget. 9. Trains staff assigned to work area; Work with a variety of systems and equipment (e.g. integrated library system, public access computers, print management systems, scheduling software, room reservations software, electronic resources, etc.) 10. Monitors equipment and work areas ;problems; coordinates purchases and/or repairs. necessary to resolve problems; 11. Reads publications in assigned work area; keeps current by attending meetings, workshops, and conferences, as assigned; 12. Fills in for any subordinate positions, as needed; 13. Maintains positive relationships with other staff and members of the public; 14. Requires regular and punctual employee presence; 15. Attends meetings and participates in various committees and team activities. when needed; 16. Acts as a representative of Sacramento Public Library to the public; and May require travel throughout the library service area. May require working at various locations during the course of the workday or workweek. 17. Performs other related duties as assigned. QUALIFICATIONS: Knowledge of: 1. Public library operations, services, and activities. 2. Current trends and innovations in public librarianship and information delivery, including emergent technologies. 1.3. Excellent customer service principles and practices. 2.4. Principles, practices, and procedures of assigned area of responsibility; 3.5. English usage, spelling, grammar, and punctuation; basic alphabetical and numeric filing methods; and basic mathematical principles. 4.6. Principles and practices of supervision, training, coaching, mentoring, and performance evaluation. 5.7. Basic budgeting procedures and techniques; 6.8. The Library s personnel practices, policies and procedures 7.9. Office methods, processes and equipment, including computers and assigned software. including work processing, spreadsheets and related tools. Ability to: 1. Ability to llearn, interpret, explain and apply Sacramento Public Library s policies and procedures. 2. Communicate effectively and courteously with staff and members of the public; 3.2. Establish and maintain effective working relationships. with other staff and work as a team; 4.3. Provide excellent customer service. 5. 6. Take initiative to ensure a positive and successful customer experience by contributing to finding solutions. regardless of assigned responsibility; 6. 7. Respond to customers and address customer complaints/problems in a timely, accurate, courteous, respectful and friendly manner. 7.4. 8. Plan, organize, and supervise and manage the activities of assigned staff personnel. 8.5. 9. Collect, compile, and input data needed for timely and accurate reporting.
JOB DESCRIPTION Circulation Supervisor 9. 10. Effectively manage the performance of assigned staff including coaching, mentoring and disciplining. 10.6. 11. Communicate both orally and in writing in a clear and concise manner. to customers and staff. 11.7. 12. Master all procedures related to assigned work area. 12.8. 13. Learn and use specialized library serials, acquisitions, cataloging, and circulation software.; 13.9. 14. Establish Ppriorities ze and organize work; meet schedules and timelines. and multitask. 15. Possess attention to detail and follow through on tasks effectively and efficiently. 16. Communicate effectively and appropriately and to recommend improvements changes where appropriate. 10. Act as a representative of Sacramento Public Library. 11. Work independently with little direction. 12. Operate personal computer and software programs. 13. Pay attention to detail and maintain accurate records. 14. Work with information in confidence and with discretion. 15. Exercise sound judgment and make independent decisions. 16. Choose an effective course of action and develop appropriate solutions. 14. 17. Understand and carry out oral and written direction. 18. Ability to llearn and use basic information-finding tools and technologies. research and reference tools and techniques; materials, methods of bibliographic research, and techniques for interacting effectively with library customers. Education and Experience: 1. Associates Degree; and 2. Two years of relevant paraprofessional library experience or four years experience in the Sacramento Public Library as a Library Services Assistant; or equivalent technical training, education, and/or experience. EXPERIENCE Two (2) years as a Library Services Assistant, Library Technology Assistant or related paraprofessional library position OR two (2) years in a supervisorial capacity in a customer service environment is required. EDUCATION Associate of Arts Degree OR 60 semester units OR 90 quarter units from an accredited college is required. Bachelor s degree from an accredited college or university is preferred. LICENSES, CERTIFICATIONS, BONDING AND/OR TESTING REQUIRED Valid Class C California Driver License and proof of insurability is required. OTHER REQUIREMENTS Personal transportation for job-related travel. Physical and Environmental Conditions: Work occurs in a normal office environment with acceptable lighting, temperature, and air conditions. Normally seated, standing or walking at will. Most positions will require the ability to lift bins and boxes of library materials weighing up to 50 pounds; push or pull book carts weighing up to 200 pounds; stand for long periods of time; stoop, bend, and reach. Positions typically require frequent verbal communication, talking, hearing, sitting, reaching, keyboarding and repetitive motion of hands/wrists, and handling. Specific vision abilities for this job include close
JOB DESCRIPTION Circulation Supervisor vision and the ability to adjust focus. Work environment involves everyday risks or discomforts which require normal safety precautions typical of such places as offices, libraries, meeting and training rooms, e.g., use of safe work place practices with office equipment, avoidance of trips and falls and observance of fire and building safety regulations. Position may require some travel throughout the library service area. May require working irregular hours, including evening and weekend shifts and working at various locations during the course of the workday or workweek. Interaction with library staff, library customers, other libraries, agencies and organizations, or vendors will be necessary to provide and receive information, present programs, or resolve situations or problems. There may be some exposure to angry or hostile individuals. A valid Class C California Drivers License may be required for some positions at the time of appointment. The above job description is not intended as, nor should it be construed as, exhaustive of all responsibilities, skills, efforts, or working conditions associated with this job. Reasonable accommodation may be made to enable qualified individuals with disabilities to perform the essential functions of this job. 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 up to a maximum of 50 pounds with a strength factor of heavy 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; contact with abusive or dissatisfied individuals is possible. Employee Signature Date