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Library Assistant

Position

Library Assistant III - Public Services

(Reference, Circulation, Special Collections and Interlibrary Loan)

Supervision

Under the general supervision of the Library Director

Position Overview

A Library Assistant III - Public Services performs professional library functions requiring specialized knowledge and expertise in all areas of public library services. This position focuses on reference, circulation, special collections and Interlibrary Loan duties. The Library Assistant III acknowledges and accepts the Library’s Code of Service, respects the Library’s confidentiality laws and maintains the integrity of the Lewistown Public Library.

Principle Job Duties

Principle Priorities: Duties may be assigned or modified by Director.

General

  • Aspires to help patrons to become lifelong library users by introducing them to the wealth of library resources and enables them to use library services effectively.
  • Assists patrons in locating needed resources in all formats and provides assistance for Internet usage and computer programs within the Library.
  • Provides Reader Advisory and basic instruction for all ages, as requested, for print materials, Internet usage and computer programs.
  • Sustains the dignity of patrons by giving them correct, non-judgmental and complete responses to their informational needs. Provides help where needed and respects patron’s right to browse.
  • Interprets and applies typical library search strategies.
  • Informally assesses the community regularly to identify community needs and preferences.
  • Composes bibliographies, book reviews and press releases as requested.
  • Consults with peers on library matters, this may include staff meetings, workshops, Wired Montana listserve, other library listserves, professional gatherings and other resources.
  • Keeps current on new library materials and technologies.
  • Prepares correspondence/documentation on procedural or informational matters as needed or requested.
  • Keeps Director informed as to project progression, needs and outcomes. 
  • Collects data and compiles reports as requested.
  • Maintains and manages technological equipment (photocopier, printers, AV equipment, computers and reader/printer) requiring minimal servicing and accountability within the library, may train other staff on the use of this equipment as requested.
  • Handles monetary payments for fines, donations, ILL, etc.
  • Enforces library rules for the protection of library patrons and property.
  • Helps to maintain a neat, clean, functional and inviting library.  Provides a welcoming and safe atmosphere.
  • Participates in circulation tasks, which may include checkouts, record keeping, opening and closing routines, reserves, sorting mail and other tasks associated with circulating materials.
  • Plans, implements and follows through with procedural and informational duties and assists with library promotion and services as assigned.
  • Assists the public, on the phone or in person, on the use, availability and status of library materials.
  • Interacts with customers and staff in a courteous and professional manner and attempts to defuse and/or resolve potentially volatile or sensitive situations to ensure quality customer service.
  • Recommends books and other materials to be purchased for the collection.
  • Performs supervisory and professional duties requiring adherence to standards of accuracy, timeliness, tact and confidentiality.
  • Participates in continuing education programs related to library services and pursues Montana Library Certification.

Specific

Reference Responsibilities

  • Performs professional support service in a designated collection of materials requiring specialized knowledge and demonstrated expertise in one or more functional areas of the library: reference, adult non-fiction, Montana Collection, Photograph Archives, and other Special Collections.
  • Assesses, inventories, and weeds the adult reference and non-fiction collections.  Makes recommendations for status of library materials, changes and imports/exports MARC records as appropriate.
  • Performs difficult and complex informational and reference service.
  • Maintains a system of inter-related files and records.
  • Trains and supervises staff in use and uniqueness of the reference collection.
  • Assists the public in the use of the library, providing information services via the reference interview in person or by phone; locates materials through catalogs, shelves, indexes, interlibrary loan, electronic database searching and/or referral to other agencies for reference information.
  • Recommends reference and non-fiction material acquisitions.

Special Collections Responsibilities

  • Assesses, inventories and indexes the Montana Collection, other Special Collections and the Photograph Archives.  Appraises and acquires local history information to be added to the collection. 
  • Coordinates with other agencies (public or private) and local history groups to promote the area’s history.
  • Develops programs and displays pertaining to the Montana Collection, the Special Collection and the Photograph Archives.
  • Trains and supervises staff in the Special collections uniqueness.

Circulation Responsibilities

  • Configures the circulation database, establishing and maintaining the accuracy of circulation privileges, patron maintenance and parameters including loan options, renewal and fine calculations, reserves, notices or messages.
  • Supervises and directs circulation and has responsibility for its daily operation.
  • Supervises and trains staff and volunteers in circulation procedures.
  • Performs circulation duties including: checking books in and out, collecting fines, recording daily statistics, processing reserves, tracking the meeting room schedule, registering new borrowers.  It also includes generating daily, monthly and annual statistics reports, mailing overdue notices, recording delinquent items and overseeing the back up of the automated system.
  • Recommends operating policies, procedures, and practices or methods for circulation.  Implements changes upon the approval of the Director.
  • Prepares daily cash balances, makes periodic deposits to the city office and maintains the cash register.

Interlibrary Loan (ILL) Responsibilities

  • Responsible for organizing the Interlibrary Loan procedures through Passport and OCLC/LaserCat. This includes borrowing materials, returning materials and recommending policies and procedures for Interlibrary Loan.  
  • Reviews and updates the status of requests and monitors the timely return of materials.
  • Responds to any queries from patrons and other libraries regarding loaned materials and sends notices to library users of overdue material.  
  • Assists staff and patrons with Interlibrary Loan procedures, including Passport, OCLC/LaserCat.
  • Keeps accurate records of transactions and data, including monthly and annual statistics of all Interlibrary Loan processes.
  • Completes a yearly report for Interlibrary Loan reimbursement from Montana State Library.
  • Orders and inventories postage for Interlibrary Loan and the Library. Prepares packages for mailing items.
  • Stays current with Interlibrary Loan procedures and policies with OCLC/WLN and the Montana State Library’s rules and regulations through continuing education.

Other Assigned Duties may include

  • Serving as the backup person for technical services and other library areas as needed.
  • Ordering, filing and inventorying the Income Tax display.
  • Other duties may be assigned.

Responsibility for Work of Others

May supervise Library Staff when they are assisting with the essential duties of the Public Services Librarian.  May supervise volunteers or community workers as appropriate.

Knowledge, Skills and Abilities

Bachelor’s Degree required; course work in library science is preferred. 4 years progressive responsibility experience in a library environment is required. Must have skills in operating personal computers including automated information database, database creation, word processing, spreadsheets, and electronic software. A working knowledge of library standards and rules such as USMARC and AACR2 is essential. Must be familiar with library tools for evaluating, acquiring and maintaining library collections.   A working knowledge of office procedures is desirable.  Must know how to use Online Public Access Catalog, electronic resources and other information technology sources to meet typical library needs.  Must be familiar with library tools for evaluating, acquiring and maintaining library collections.  Must be able to demonstrate the ability to use 20 reference sources, to conduct a reference interview and be able to answer reference questions with authority and thoroughness to meet patron needs.  Must also know interlibrary loan processes and philosophy; OCLC protocol knowledge is essential.

The position requires a commitment to service excellence; the ability to see the big picture of the Library; the ability to work well with others in a team; the ability to provide leadership and plan, prioritize and focus on what is critical; commitment to lifelong learning; recognition of the value of professional networking; and the ability to remain flexible and positive in a time of continuing change.

Working Conditions and Physical Demands

Physical requirements include ability to move around the facility, walk, sit, bend, climb, kneel, carry and stoop; Ability to use hand and finger motion with enough manual dexterity to use computers and handle library items; Lift up to 25#, or greater with assistance; and perform other efforts as identified with normal library work; must have the ability to communicate with patrons effectively; having the ability to talk with clarity, and be able to listen to patrons accurately; Must have specific vision abilities (adjusted) that include close and distance vision with good depth perception; reasonable accommodations may be available; Typing ability and computer skills are essential.

Duties are performed in surroundings where undesirable physical conditions and hazards are minor and controllable.