Library Assistant

Position: Library Assistant - Circulation

Job Type: Part-Time, 20-25 hours per week

Status: Non-Exempt

Rate: Starting at $14.25

Reports to: Assistant Circulation Supervisor

Supervises: None

ABOUT US

Portage District Library is a hub of learning and social connection, with constantly evolving collections, programs, and services. Portage District Library is committed to advancing an inclusive environment that celebrates and respects all races, religions, orientations, genders, political philosophies, backgrounds, ages, and cultures.

JOB SUMMARY:

Incumbents in this position are expected to perform routine customer service and clerical tasks at the Checkout Desk and self-service kiosks, as well as sort returned material according to classification code and return material to the shelves, files, or other designated areas as required. Library Assistants will have extensive contact with the public, both in-person and via telephone, addressing general inquiries regarding the library, its policies, and collections. The position requires the incumbent to work in a fairly independent manner, possess excellent communication skills, and be able to refer patrons to professional library staff for in-depth assistance. Additionally, Library Assistants monitor shelving and other areas to verify that materials are displayed in the correct order according to library standards. Library Assistants can also assist patrons with electronic equipment or services. Additionally, incumbents can be responsible for assisting with meeting room bookings, including setup and tear down when needed.

ESSENTIAL JOB FUNCTIONS:

1. Customer Support [Desk]

    a. Create a welcoming environment by greeting each patron as they come in and acknowledge patrons as they walk by the desk.

        i. Use software to determine different membership types. Accurately create and issue memberships using collected information and explain the limits of different memberships.

        ii. Accurately explain all policies to patrons and apply them in daily processes.

        iii. Accurately explain our donation process and intake policy, including what items we accept and when we are accepting donations. Assist patrons and other staff with collecting donated items.

        iv. Assisting patrons in person and over the phone by answering questions and helping them navigate the library.

   b. Strong and fluent use of technology

        i. Use Windows and Microsoft operating systems to stay up-to-date on department communications, processes, and policies.

        ii. Assist patrons with support on library software and technology such as self-checkouts, e-services, and the Portage District Library app.

        iii. Proficient in use of all library programs and systems to complete tasks such as Sirsi Dynix, MeLCat systems, and other software as needed.

        iv. Use a multi-line phone system to communicate with patrons

   c. Handle patron transactions

        i. Follows cash handling procedures to accurately collect payment for services and other account bills.   

        ii. Understands and accurately explain all billing procedures including: billing accounts, assisting patrons with outstanding balances, answering questions about billing policies, and collecting accurate documentation for the cash drawer when required

2. Organizational Service

   a. Following proper procedures to collect returns items

        i. Ensure Portage District Library items are properly checked in and in good condition.

        ii. Ensure all interlibrary loan returns are properly collected and allocated to the correct area.

        iii. Ensure that correct procedures are being followed for the checkout and return of special collections such as Library of Things, Hotspots, and Kits.

        iv. Thoroughly inspect all returned items to ensure they are in good condition and have all the pieces.

        v. Follows policies and procedures to identify any damage or issues with returns such as billing, discards, and item repairs.

   b. Operating Curbside Services

        i. Answers any questions about the process.

        ii. Checking items out and preparing for pickup per Circulation policy.

   c. Orients library patrons to the library and its services.

3. Paging Aid

   a. Sorting carts into alphabetical or numerical order based on collection

   b. Placing books in order on shelves alphabetically or numerically based on collection.

   c. Straighten and clean shelves

   d. Shelf reading to ensure that books are in correct order

4. MeLCat Processing

   a. Ability to use MeLCat software to look up items, patrons, and complete the check-in and checkout processes.

        i. Print Daily MeLCat Pull Slips.

        ii. Process items and create labels to ship to other libraries.

   b. Understand and explain MeLCat policies and processes including ordering, checkout, renewals, and overdue policies.

5. Pack items going to other libraries.

   a. Follow RIDES processes and packing procedures.

Knowledge, Skill and Ability:

1. Ability to communicate effectively in written and oral formats.
2. Ability to add, subtract, multiply, and divide using whole numbers and decimals.
3. Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form.  
4. Ability to handle problems and make decisions involving several concrete variables in standardized situations.
5. Ability to function independently, have a flexible nature and the ability to work effectively with patrons, co-workers and others.
6. Ability to perform work in a highly detailed manner.
7. Ability to operate a multi-line telephone system.
8. Ability to handle multiple projects and assign priorities.
9. Must be able to read, write, speak, hear, and understand the English language.
10. Must be able to operate a computer or other device using a Windows operating system.
11. Ability to operate a variety of library and office equipment including, but not limited to, printer, FAX, copier, paper folder, and postage meter.
12. Visual acuity and physical skills necessary to retrieve library materials from shelves and storage areas and the dexterity to maintain library materials and operate equipment. The incumbent is required to have the physical ability to push/pull fully loaded book carts and lift/carry materials weighing up to forty (40) pounds.

Working Conditions:

1. Generally will work within a normal office environment with minimal discomfort due to extreme temperatures, dust, and noise.
2. Job requires sitting, standing, walking, bending, reaching, lifting, stooping, kneeling and crouching. Some activities are of a repetitive nature.  
3. Requires the use of a video display monitor, keyboard, and mouse. Requires the use of a telephone.
4. Employees may interact with public or staff in interpreting and enforcing library policies and procedures. At times, this may include personally challenging situations with disgruntled individuals.
5. Ability to work a variety of hours within normal operations including evenings and both weekend days. Applicants are required to work a minimum of 20 hours per week but will not exceed 25 hours.

Education, Experience and Training:

1. The job requires a High School Diploma or G.E.D. Certificate. Bachelor’s Degree preferred.
2. Requires experience in a customer service setting.
3. Experience in a library related setting. (Preferred).
4. Experience with web technologies, social media, Windows PCs, and other technologies.
5. Basic experience with mobile applications, online tools, and new and emerging technologies.
6. Working knowledge and understanding of the principles, methods, and practices of public library operations, including search methods, reader advisory and reference interviews. 
7. Firm knowledge of the policies and procedures of Portage District Library. 
8. Knowledge of available circulating materials and basic reference sources. 
9. Working knowledge of public library computer hardware and software operations (e.g., on-line and CD-ROM databases) and how to access and search for them.