Specialist, Library Circulation

Title : Specialist, Library Circulation

Pay Rate : $36,270 - $44,390.00 / per year. Pay will be determined based on related work experience above required. To be considered in determining pay, all related work experience must be listed on the application.

Number of Positions : 1

Position # : 600710

Classification : 3 On campus

Division : Academic Affairs

Department : Libraries

Type of Appointment : Full-Time

FLSA Status : Non-Exempt

Required Documents Needed to Upload at Time of Application :

• Resume
• Unofficial Transcripts
• Three Professional References (See below)

Reference check requirements :

Non-supervisory roles : three (3) current or former supervisors

Personal references (friends, clergy, customers, relatives) are not considered acceptable references

Job Summary : The overall purpose of this job is to oversee the Libraries’ technology lending program, managing circulation technology and equipment.

It involves collaboration with the department and Information Technology, as well as creation and maintenance of documentation and staff training.

Additionally, the role acts as liaison to the Business Office, manages the reserve collection, coordinates contract employees, and provides excellent service at the circulation desk.

Essential Functions :

• Technology Lending :
• Manages the lifecycle of technology and equipment, including selection, processing, security, reimaging of laptop computers, inventory, and surplus.
• Assesses items for damage and ensures their repair, replacement, or removal from the collection.
• Creates and maintains documentation for this collection in print and digital formats.
• Collaborates with the Circulation Librarian to develop and revise policies, processes, and procedures related to the collection.
• Provides training for staff at all campus locations.
• Creates reports on a routine and as-needed basis to assess and improve the collection and the lending service.
• Assists the Circulation Librarian with special projects associated with the collection.
• Patron Billing :
• Collaborates with the Business Office to ensure that billing procedures comply with state law as well as policies set by the college and the Tennessee Board of Regents.
• Notifies Accounts Receivable of amounts to bill patrons for non-returned or damaged materials and provides supporting documentation.
• Responds to questions and correspondence related to overdue and lost materials.
• Maintains billing records and communicates with patrons and Business Office staff regarding patron bills.
• Enters billing information into the integrated library system and removes charges when notified patron has paid their bill.
• Stays current with technology and applies new knowledge and processes when applicable.
• Statistics and Reports :
• Supports the technology lending program and the print course reserve collection with use and assessment data that can be used for service improvement and the selection of new items as well as departmental reports and strategic planning.
• Creates routine monthly and annual reports for intercampus loans, interlibrary loans, overdue items, billing, circulation at all campus locations, and other reports using the integrated library system design analytics and Microsoft Excel.
• Runs monthly in-transit reports in the integrated library system to identify items stuck in-transit and to correct their disposition.
• Circulation :
• Provides services to patrons at the circulation desk in rotation with other circulation staff, uses the integrated library system to check books / materials out and in and renews loans.
• Helps patrons locate specific circulating materials or reserve items and adds or updates patron records in the library system.
• Records patron interactions in using Springshare’s LibInsight form.
• Authorizes new library accounts for students not automatically added to the integrated library system, checking Banner for class registration information to verify their status.
• Issues borrower’s cards to community members.
• Explains circulation policies and procedures to patrons verbally and in writing.
• Suggests improvements to policies and procedures.
• Handles patron complaints, referring the patron to a supervisor as needed.
• Answers directional and general information questions in person and by telephone and makes referrals as necessary.
• Processes requests for materials from other Pellissippi State campus locations.
• Searches for items reported missing following the established procedures for searching and tracking.
• Using technically advanced knowledge of the library’s systems, trains new employees and provides ongoing support for circulation technical procedures and policy questions for staff members at the college’s other campus locations.
• Opens and / or closes the library during specified hours.
• Adapts to changes or updates to the integrated library system, learns new software programs and platforms, and develops a thorough understanding using the fulfillment areas of the library system.
• Assists the Circulation Librarian with special projects associated with shelving, shifting, weeding, and with projects associated with general library spaces.
• Inventory of Physical Materials
• Oversees the annual inventory of physical materials as required by policy issued by the Tennessee Board of Regents.
• Organizes the inventory at all four campuses, assigning barcode scanning activities to library volunteers and site campus staff members.
• Trains individuals to scan barcodes into an Excel spreadsheet, to check for the accuracy of the scan, and how to fix incorrect scans.
• Uploads the Excel spreadsheet of barcodes into the integrated library system and generates the necessary reports.
• Uses reports to coordinate efforts to locate missing items and to relocate items to their proper place.
• Supervision :
• Onboards, trains, supervises, and evaluates approximately 10-15 part-time employees.
• Reports personnel issues to the Circulation Librarian.
• Creates work schedules and processes timesheets.
• Communicates with the Financial Aid Office regarding work-study students in the department.
• Oversees the work of student volunteers seeking service hours for TN Promise.
• Reserve Collection :
• Manages and updates the print course reserve collection as needed.
• Communicates with faculty and other departments regarding items they have placed on reserve and about approval lists provided for items requiring approval for student loans.
• Processes library-owned materials that faculty request for course reserve, creating or deleting brief catalog records in the integrated library system.
• Assists library assistants at other campus locations with placing items on reserve at their campus.

As needed

• Interlibrary Loan :
• Serves as back-up for other library assistants in their absence to coordinate interlibrary loan services, both borrowing for the library’s patrons and lending to other libraries.

As needed

• Other duties :
• Provide backup for Circulation Librarian and other Library Assistants at all campuses.

Note : The College reserves the right to change or reassign job duties, or combine positions at any time.

Key Result Areas :

All loanable technology items will be accounted for at all four campuses, including items on loan, items transferred between campuses, items being reimaged or repaired by IT, and items returned to the Libraries.

Statistical reports will show evolving trends that will inform decisions about future purchases and services.

The integrated library system will receive regular support, including troubleshooting, to ensure it functions correctly.

Overdue and damaged library materials and technology will be accurately monitored in the integrated library system, and notices will be sent to Accounts Receivable in a timely manner with supporting documentation so that they can bill the appropriate patrons.

All part-time and full-time staff working at the circulation desk will be informed of changes to policies and procedures.

Students, faculty, staff and community patrons will receive accurate information and assistance delivered cheerfully and professionally and can easily locate physical materials.

Reserve items will be processed, cataloged, and properly made available for loan in a timely manner.

Temporary part-time workers will be trained to perform library tasks and their timesheets will be submitted accurately and on time to Payroll.

Job Requirements :

• Bachelor’s degree required.
• Advanced knowledge and experience with MS Excel.
• 1 year of office and / or customer service experience.

Preferred Skills :

• Industry-recognized Ex Libris certification as an Alma Administrator. (Must be certified within the six-month probationary
• Microsoft Office Certification in Excel.
• Integrated library system experience.
• Management experience.
• Supervisory experience.
• Circulation services experience.

Part-time work experience is calculated at 50% of full-time experience.

Responsibility for Accuracy :

This position is responsible for a wide variety of technical, supervisory, managerial, and public-facing duties, so the opportunities for errors are great.

Properly managing the life cycle of hundreds of thousands of dollars of technology items requires high-level technical skills as well as meticulous attention to detail.

A failure to provide comprehensive oversight of technology items would cause monetary losses for the Libraries. These losses would result in a reduced budget to be applied to collections and services.

In addition, the loss of items would impact the Libraries’ technology inventory, reducing the number of items available to students.

Errors associated with patron billing can be caught during the review of billing files or when the billed patron inquiries about the charges.

Inaccurate statistical reports and poor recordkeeping could result in poor decisions about circulation processes, policies, and the inventory of technology and reserve materials.

Poor recordkeeping of interlibrary loan transactions can result in lost books. These types of errors are likely caught by the employee or by the supervisor as reports are reviewed.

Mistakes can occur in cataloging books for reserve or in placing items on reserve. If an error is made in materials processing, it is very likely that the employee or another employee will catch it quickly as it will impact service at the circulation desk.

If materials are not checked out properly, they may never be returned and there is no record of the transactions. This would never be caught, assets would be lost, and there is no means of detection.

Improperly loaned materials can also result in borrowers receiving an incorrect overdue notice or a bill for the item, in which case the borrower usually brings this to our attention, or it would be caught during the billing review process.

Patrons at the desk can be given the wrong information or treated with less than friendly and respectful service. There is no way to detect this unless the patron complains or someone who sees it happen reports it to the supervisor.

The effect of any error ultimately results in poor service for the library user. It is difficult to verify work quantity or quality except by direct observation and review by supervisor or when a patron complaint initiates an investigation.

Judgement & Decisions :

While much of this individual’s work is guided by established policies and procedures, they must be able to solve complex problems, exercise good judgement, and communicate diplomatically with library patrons without constant, direct supervision.

This person oversees a variety of areas of responsibility and must be able to manage competing priorities and meet deadlines.

The Circulation Librarian relies on this person to develop and maintain excellent working relationships with other campus departments as well as external vendors.

Final approval for budget expenditures lies with the Dean of Libraries, but they rely on this position and the Circulation Librarian to research cost, accessibility, technical specifications, and other pertinent information related to technology items before submitting requisitions.

This individual decides the amount billed to patrons for lost or damaged items by obtaining current replacement prices.

Judgement and decisions about customer service encounters must often be made on the spot and without supervision. This individual is expected to enforce policies as appropriate but is given the authority to make exceptions if the circumstances warrant.

Full-time Employment Benefits :

• Insurance Options Health, dental, vision, life, short / long-term disability, FSA / HSA Wellness Incentive Program, if enrolled in health plan
• Educational Assistance Fee Waiver Spouse / Dependent discounts Audit / Non-Credit Reimbursement Program
• Employee Assistance Program
• Retirement options Tennessee traditional pension plan option (TCRS) 401k with $50 company match / 457 / 403b
• Employee Discount program with over 900+companies
• 13 Paid Holidays / Year Includes paid days off the last week of December
• Sick Leave Bank
• Longevity Pay
• Many opportunities for professional development

Special Instructions to Applicants : To be considered for a position at Pellissippi State, you must create an on-line application.

Your skills, abilities, qualifications, and years of experience will be evaluated using only what is recorded on your application.

Work experience that is not listed on the application will not be considered towards compensation. Please note : attaching a resume does not substitute for completion of the application form.

Part-time work experience is calculated at 50% of full-time experience. Please note : to scan, upload, or attach documents, a computer and scanner are available at the Hardin Valley Campus Educational Resources Center, if needed.

Pellissippi State Community College is an EEO / AA / Title VI / Title IX / Section 504 / ADA employer