5250 Circulation/Shelving Supervisor

POSITION IDENTIFICATION

TITLE Circulation/Shelving Supervisor

CLASSIFICATION NUMBER 5250

GRADE 16

CLASSIFICATION Nonexempt

IMMEDIATE SUPERVISOR Head of Access Services

MAJOR ADMINISTRATOR Dean, Library Services

GENERAL FUNCTION

The Circulation/Shelving Supervisor manages the circulation, reserve, overdues and billings, and shelving functions of Meyer Library and directs the daily activities of a staff of full-time, part-time and student employees working in the Circulation Department.  The Circulation/Shelving Supervisor plans and supervises the expansion of both the general collection and the periodicals collection and directs the relocation of those collections to the new shelves.  The Circulation/Shelving Supervisor has extensive interactions with Library employees, University faculty, staff, and students, and with library employees at other institutions statewide and selects, trains and supervises full and part-time staff and student workers. 

MINIMUM ACCEPTABLE QUALIFICATIONS

Education: A Bachelor's degree is required, with library science course work preferred.  However, work experience as specified below and beyond that required for the position may be substituted for some of the required education.

Experience: At least three years of work experience are required, which includes a minimum of at least two years in positions with supervisory responsibilities for five or more people and at least one year working with an automated library circulation system.

Skills: Computer literacy is required.  Strong oral and written communication skills are required.  Excellent interpersonal skills are required.  Supervisory skills are required.

Effort: Visual acuity is required in order to verify the accuracy of shelving of library materials.  Must be able to lift and move library materials weighing up to fifty pounds.

Other: The scope of the position frequently requires evening and weekend work.

ESSENTIAL DUTIES AND RESPONSIBILITIES

1. Enables library patrons to fully utilize the resources of Meyer Library through management of the circulation, reserve, overdues and billings, and shelving functions and effective supervision of student assistants who perform the circulation and shelving activities.

2. Answers questions and resolves complaints regarding circulation and reserve functions, and overdue notices and fines for patrons of the library by being knowledgeable of the policies governing those functions, receiving both verbal and written complaints from library patrons, investigating the facts of each complaint and resolving the complaint in a professional manner through decision-making or referral to an appropriate administrator.

3. Develops an effective and efficient staff of full time employees and students assistants by recruiting and hiring qualified applicants, providing training in departmental operations and specific responsibilities, scheduling work assignments based upon qualifications, supervising work activities, evaluating performances, and initiating disciplinary measures including termination if appropriate.

4. Interact effectively and maintain relationships with other MOBIUS Consortium members.

5. Assists in responding to weather, fire, and security emergencies by initiating emergency procedures, maintaining order, securing designated areas, and contacting proper authorities.

6. Enables established circulation processes to function properly by ensuring that the online database has up-to-date and accurate information delineating circulation and patron policies.

7. Facilitates resolution of appeals of library fines and lost book charges by serving as the initial appellate authority, determining the merits of individual appeals, granting reductions or cancellations of fines and charges as appropriate, and referring appeals not granted, or beyond the authority to grant, to an appropriate administrator.

8. Assists in enforcing University and library policies by advising patrons of those policies and contacting the appropriate administrator or security personnel when compliance with those policies is not forthcoming.

9. Assists patrons in the use of the library by directing them to appropriate departments and resources, answering questions about general library and circulation policies and procedures, demonstrating use of equipment such as the on-line catalog system and locating needed materials for patrons.

10. Assists with annual planning for and execution of expansion of both the general collection and the periodicals collection by estimating the amount and type of additional shelving needed to hold those collections, ordering new shelving, receiving and inventorying the shipments of shelving, supervising the assembly and installation of the additional shelving, and directing the relocation of those collections to the new shelves.

11. Assists library administrators with planning and preparation of the annual library report and budget by compiling statistical data on circulation activities including the volume of library materials discharged, number of reserve checkouts, number of overdues and billing actions, number of library patrons (hourly), and number of items recalled. 

12. Manages the Circulation Department and ensures effective operations by supervising the completion and submission of the monthly payroll for student assistants and time sheets for full-time employees, maintaining a sufficient amount of office supplies and equipment for daily operations, and preparing replacement requests for equipment and supply items as needed.

13. Facilitates the mending and re-binding of books and library materials which have been either returned in a damaged condition or discovered during shelving by sending damaged books and materials to the Acquisitions Department for repair and accounting for those items by listing them as checked out to mending and repairing.

14. Provides a lost and found service for patrons of Meyer Library by accepting items found in the library, storing those items for a reasonable period, returning properly claimed items, sending unclaimed items to security for disposition, and advising patrons to contact the Public Safety Office to recover lost items.

15. Remains competent and current through self-directed professional reading, developing professional contacts with colleagues, attending professional development courses, and attending training and/or courses as directed by the Head of Access Services.

16. Contributes to the overall success of Meyer Library by performing other essential duties and responsibilities as assigned.

SUPERVISION

The Circulation/Shelving Supervisor is supervised by the Head of Access Services and supervises full-time, part-time, and student employees.

OFFICE OF HUMAN RSEOURCES

REVISED SEPTEMBER 2010

JOB FAMILY 1

Factor 1: Educational/Experience Requirements of the Job

Level 8 - 1460 Points: A combination of education and experience equivalent to a Level 8 as indicated by the Equivalencies Chart, when permitted by the Minimum Acceptable Qualifications.

Factor 2: Complexity and Technical Mastery

Level 3 - 220 Points: Considerable skill in oral and written communication, the ability to make basic mathematical calculations, the ability to understand and follow instructions, knowledge of moderately complex or other work procedures, and the ability to work independently and coordinate a variety of activities and events are required.

Factor 3: Responsibility for the Work of Others

Level 7 - 380 Points: Supervision of a department work group of more than one full-time employee involving skilled or complicated work or coordination of the work of a group of employees located in subsidiary units. Supervision at this level involves the direction of skilled work, specialized tasks, or work of a complicated nature. This level is typical of technical specialists or paraprofessionals who supervise other specialists or coordinate work in technical or skilled areas. This level would also include jobs in which the supervisory tasks require the supervision of other supervisory employees.

Factor 4: Guidelines

Level 4 - 370 Points: The work involves operating under general supervision expressed in terms of program goals and objectives, priorities, and deadlines. Supervision is given through statements of departmental, program, or project objectives and available resources. Administrative guidelines are relatively comprehensive, and incumbents need only to fill in gaps in interpretation and adapt established methods to perform recurring activities. In unforeseen situations the incumbent must interpret inadequate or incomplete guidelines, develop plans, and initiate new methods to complete assignments based on those interpretations. Assignments are normally related in function, but the work requires many different processes and methods applied to an established administrative or professional field. Problems are typically the result of unusual circumstances, variations in approach, and incomplete or conflicting data. The incumbent exercises judgment in interpreting the intent of guidelines, methods, and procedures, and determines the best process to achieve objectives.

Factor 5: Contacts

Level 5 - 345 Points: Interactions with others are somewhat unstructured. The purpose may be to influence or motivate others, to obtain information, or to control situations and resolve problems. Interactions may be with individuals or groups of coworkers, students, or the general public, and may be moderately unstructured, and may involve persons who hold differing goals and objectives. Individuals at this level often act as a liaison between groups with a focus on solving particular unstructured problems.

Factor 6: Work Impact

Level 3 - 300 Points: Work activities normally address conventional problems or situations with established methods to supply other employees with information, services, or products they use to perform their work. Work products or services facilitate the work of other employees and directly affects the ability of other employees to timely complete specific tasks or processes. Work activities may affect the quality of services provided to moderate numbers of employees, students, or the public, but the services, information, or products provided have relatively minor effects on the welfare of the affected groups.

Factor 7: Physical Effort and Work Environment

Level 2 - 50 Points: The work may include limited but regular exposure to uncomfortable physical conditions and/or variable weather. The work may require periodic handling, carrying, or lifting of moderately heavy objects. Alternatively, the work may require standing and/or walking for long periods of time and/or the use of hands or arms in the same position for long periods of time.