Type of Appointment: Full Time, Probationary
Job Classification: Library Services Specialist III
Anticipated Hiring Range: $3,567 - $4,523
Work Schedule: Sundays 11:30 am – 8:30 pm and Mon – Thurs 1:30 pm – 10:30 pm
THE DEPARTMENT:
The primary functions of the Access Services unit include circulation services, reserve services, stack management operations, Resource Sharing (CSU+/Document Delivery services), and the information desk. Circulation Services responsibilities include opening & closing the library, staffing the circulation desk during all hours the library is open, checking out/in circulating books, videocassettes, CD's, DVD's, professor reserve materials for classroom assignments, customer service. Access Services is also responsible for microforms in addition to paging materials from the compact shelving area and assisting patrons with photocopy and printing problems. This Department also assists patrons with disabilities in various capabilities, i.e., to retrieve library materials, copy/print, etc. Stack Management operations include managing the automated book return system, re-shelving of all library materials, including in-house use materials, and "shelf reading" in high use areas. Resource Sharing (CSU+/Document Delivery services) includes operating the electronic interlibrary loan subsystem, obtaining books and journal articles from other libraries, and lending materials to other libraries upon request. The reserve services include consulting with faculty about course materials to be placed on reserve; process both hardcopy and electronic materials to be placed on reserve through the reserve module in the library system; ensure that copyright & ADA requirements are met for all reserve items; maintain reserve collection, assist faculty posting e-reserves materials on the campus Blackboard Learning Management System. Access Services is also responsible for providing customer service and resolving patron issues in a timely and professional manner, evacuating the building during emergencies, and maintaining a welcoming, safe, and pleasant library environment.
DUTIES AND RESPONSIBILITIES:
Stack Management
- Oversee and lead Stack Management's daily operation to ensure access to materials and quality servic to library patrons
- Assign work, organize work flow and establish priorities, and review Stack Management team work
- Using working knowledge of library accounting and budget procedures and allocation processes, prepare and propose a Stack Management Budget Request for each fiscal year and estimate future equipment needs for shelving
- Plan and oversee the sorting of all materials, shelving procedures, and routines
- Analyze, plan and supervise the completion of shelving shifts as needed
- Using statistical data, analyze space availability and recommend shelving shifts or purchase of additional shelving ranges alternatives when planning growth of the collection
- Promote teamwork and team effort through effective communication, consultation and interaction
- Coordinate stack management student assistant schedules to ensure stacks are well maintained
- Serve as a resource person responsible for providing information and recommendations to administration
- Collect, compile, and submit daily statistics for the department's monthly report
- Initiate recruitment of student personnel based upon data, considering the volume of materials used versus the number of students available to process materials for use by library patrons
- Ensure books are picked up from campus return bins at least 3 days/ week
- Lead, Access Services Student Assistants (includes those who support Reference)
- Using thorough knowledge of all aspects of lead work direction, assist in employee selection, train employees in new work procedures, assign work and schedules, organize work flow and establish priorities, review work, provide input to performance evaluations and promote teamwork to optimize effectiveness.
- Work with campus human resources and Dean's office to ensure proper practices and payroll procedures are followed
- Post job openings when needed, schedule and participate in job interviews for new hires. Prepare necessary forms to complete the hire process with University Career Center and University Payroll.
- Collaborate with Unit Head to create weekly student schedule, ensuring adequate coverage
- Using working knowledge of library accounting and budget procedures and allocation processes, monitor allocated annual Access Services and Reference student assistant budgets
- Monitor, compile and report department student assistant budget; analyze trends and assure department adheres to budget
- Project and process monthly expenditures for all student assistants and approve all Access Services student hours using university system (PeopleSoft)
Circulation Services
- Staff Circulation Desk as needed
- Check library materials in and out using library system
- Assist patrons in finding materials and with questions related to circulation materials and with questions related to circulation policies and procedures
- Assist patrons with and resolve patron problems related to printing/photocopying, patron records, misplaced library materials, study room reservations, basic library research, and answering telephone calls
- Accept professor Course Reserve items and prepare them for Reserve processing
Miscellaneous
- Maintain and update website pages related to Access Services. Periodically review for accuracy
- Serve on library-wide committees as needed
- Participate in paraprofessional organizations, meetings, reading e-mail list discussions, attending workshops, and activities that relate to the library.
- Provide activity reports and statistics for activities related to circulation, reserves, billing, and related activities in a timely manner, ensuring accuracy and completeness.
- Participate in space planning, redesign, and assessment projects designed to help meet staff and user needs. Assists with public space renovation projects as needed.
- Develop and maintain up-to-date knowledge of all software required to transact circulation and billing functions.
- Periodically review and update procedures for assigned tasks and submit to the appropriate staff for the Access Services SharePoint
- Reconcile and delete "On-the-Fly" records created for immediate check-out; items without records
- Accumulate and record items "in repair" status to be sent to CARDS for repair or discard
- Provide opening, closing, and weekend coverage as required to maintain library schedule
QUALIFICATIONS:
- High School Diploma/GED High School education or equivalent certification plus two to three years of related library and/or related clerical experience or an equivalent combination of experience and education
OR
- Two to three years of related Library and/or related clerical experience or an equivalent combination of experience and education.
- Thorough knowledge of and ability to interpret overall library policies and procedures and an in-depth knowledge of library operations, policies and procedures pertaining to assigned functional area, including a solid understanding of individual work functions and the ability to adapt work procedures.
- Working knowledge of library collection and its organization, as well as classification schemes. Demonstrated expertise in creating and correcting bibliographic records.
- Thorough knowledge of external on-line databases, system and resources, including the ability to perform complex on-line searches.
- Thorough knowledge of institution's and library's policies and practices associated with the ethical use of and access to library and on-line resources.
- Working knowledge of national standards pertaining to library operations, including a thorough knowledge of institutional standards pertaining to copyright and intellectual property protection and the ability to interpret and apply them, as well as explain them to patrons, to ensure compliance.
- Demonstrated expertise in using library automated system(s), especially subsystem(s) pertaining to the functional area, including database maintenance.
- Ability to investigate and research more complex problems, including analyzing and interpreting information.
- Working knowledge of library accounting and budget procedures and allocation processes, and ability to apply this knowledge to assist in handling vendor accounts and the budget process.
- Strong written and verbal communication skills to be able to prepare internal library reports and written and visual presentations on library resources and present them to library patrons, including students.
- Strong communication and interpretive skills to be able to interview patrons regarding their information needs and guide them in the use of more complex library and on-line resources.
- Thorough knowledge of all aspects of lead work direction including assisting in employee selection, training employees in new work procedures, assigning work, organizing work flow and establishing priorities, reviewing work, providing input to performance evaluations and promoting teamwork to optimize effectiveness. Working knowledge of campus human resource practices and payroll procedures.
- Strong organizational skills to oversee and lead work flow in assigned area.
PREFERRED QUALIFICATIONS:
- Minimum of 24 months of experience in an academic, research, or public library or comparable setting, including supervision of staff and/or student employees.
- Strong customer service skills and commitment to providing service effectively in a fast-paced, high-volume environment.
- Ability to set priorities for self and others, to meet deadlines, and complete tasks and projects on time and within budget, and work with minimal supervision.
- Flexibility, creativity, and innovation coupled with an ability to take initiative and be self-directed.
- Strong interpersonal, written, and verbal communication skills. Ability to communicate effectively via email and telephone with customers and resolve issues and problems in a professional and respectful manner.
- Strong organizational, project, and time management skills to lead and/or coordinate multiple projects.
- Extensive knowledge of Library terminology, collection procedures, OPAC catalog, and library databases.
- Effective reference skills to determine proper research tools for patron needs.
- Expertise with Alma Integrated Library System experience as well as Ex Libris Interfaces in an Academic Library setting, including the use of computer and software applications to accomplish tasks.
- Ability to apply rules in accordance with policy, regulations, and procedures under varying circumstances.
Out of State Work
The California State University (CSU) system is a network of twenty-three public universities providing access to a quality education through the support of California taxpayers. Part of CSU’s mission is to prepare educated, responsible individuals to contribute to California’s schools, economy, culture, and future. As an agency of the State of California, the CSU’s business operations almost exclusively reside within California. The CSU Out-of-State Employment Policy prohibits hiring employees to perform CSU-related work outside California. For more information, go to the California State University Out-of-State Employment Policy.
Background Check
Cal Poly Pomona will make a conditional offer of employment to final job candidates, pending the satisfactory completion of a background check (including a criminal records check). The conditional offer of employment may be rescinded if the background check reveals disqualifying information, and/or it is discovered that the candidate knowingly withheld or falsified information. In determining the suitability of the candidate for the position, Cal Poly Pomona will give an individualized assessment to any information that the applicant submits for consideration regarding the criminal conviction history such as the nature, gravity and recency of the conviction, the candidate’s conduct, performance or rehabilitation efforts since the conviction and the nature of the job applied for. For more information, go to the California State University Background Check Policy.
CSU Classification Salary Range
This position is part of the CSUEU bargaining unit 9. The CSU Classification Standards for this position are located on the CSU Classification Standards website.The CSU Salary Schedule is located on the CSU Salary Schedule website. The classification salary range for this position according to the respective skill level is: minimum $3,567 and maximum $5,196 per month. Please refer to the anticipated hiring range for the appropriate salary rate for this particular position.
Employment Eligibility Verification
Cal Poly Pomona hires only individuals lawfully authorized to work in the United States. In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification form upon hire. For more information, go the I-9 Acceptable Documents website.
University Driving Requirement
Positions that require driving for university business by using a personal or state vehicle must comply with the Authorized University Driver Policy. Driving records are monitored and evaluated by the Risk Management Department. The Risk Management Department evaluates a good driving report based on the following criteria. The driver must: 1. Have a valid California or other State Driver’s license. 2. Have no more than 3 motor vehicle violations or been the cause of 3 accidents in a 12-month period (or any combination of 3 thereof) 3. Not have more than 3 DMV Points, if their license is Class C or, 4. Not have more than 5 DMV Points, if their license is Class A, B, or C with endorsements. For more information, go to the Authorized University Driver Policy.
Security & Fire Safety
In compliance with state and federal crime awareness and campus security legislation, including the Jeanne Clery Campus Safety Act, California Education Code section 67380, and the Higher Education Opportunity Act (HEOA), Cal Poly Pomona’s Annual Security Report and Annual Fire Safety Report are available for viewing at Cal Poly Pomona’s Annual Security Report and Cal Poly Pomona’s Annual Fire Safety Report.
Pay Transparency Nondiscrimination
As a federal contractor, Cal Poly Pomona will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. For more information, see the Pay Transparency Nondiscrimination Provision poster.
Reasonable Accommodation
We provide reasonable accommodations to applicants and employees with disabilities. Applicants with questions about access or requiring a reasonable accommodation for any part of the application or hiring process should contact the ADA Coordinator by email at ADACoordinator@cpp.edu. For more information, go to Employment Notices.
Equal Employment Opportunity
Consistent with California law and federal civil rights laws, Cal Poly Pomona provides equal opportunity in employment without unlawful discrimination or preferential treatment based on race, sex, color, ethnicity, or national origin. Our commitment to equal opportunity means ensuring that every employee has access to the resources and support they need to thrive and succeed in a university environment and in their communities. Cal Poly Pomona complies with Title VI of the Civil Rights Act of 1964, Title IX of the Education Amendments of 1972, the Americans with Disabilities Act (ADA), Section 504 of the Rehabilitation Act, the California Equity in Higher Education Act, California’s Proposition 209 (Art. I, Section 31 of the California Constitution), other applicable state and federal anti-discrimination laws, and CSU’s Nondiscrimination Policy. We prohibit discriminatory preferential treatment, segregation based on race or any other protected status, and all forms of discrimination, harassment, and retaliation in all university programs, policies, and practices.
Other Notices
For other important employment notices, we invite you to visit Cal Poly Pomona’s Employment Notices web page.