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Circ. Asst. @ Anne Arundel Co. PL

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    Posted: 07/Oct/2013 at 6:10pm

Regular Staff - Fulltime   - Multiple Openings

     Circulation Assistant - Grade 7GA     Fulltime 37.5 hours/weekly
Salary Range: $26,610 - $41,228
     MINIMUM QUALIFICATIONS: Graduation from high school or equivalency program preferably including or supplemented by computer training, and work experience in a capacity involving frequent contact with the public; or an equivalent combination of experience and training that has provided the knowledge, abilities, and skills listed in the attached job description.

     RESPONSIBILITIES: Provide customer service at busy circulation desks; assist library users borrowing and returning items, registering for library cards, clearing problems with fines, etc. Perform clerical function in support of circulation such as recordkeeping, filing, database maintenance, etc.

     The Library reserves the right to not fill a position if there is not a qualified candidate.

     TO APPLY:   Send cover letter, resume and completed AACPL Employment Application Form to Terry Bowen, Chief of Human Resources, at   All required application materials must be received no later than 4:00 p.m. October 18, 2013.

     For more information about AACPL and to download the AACPL employment application form (LibraryInformation/Job&Volunteer Opportunities) visit our website at

     TIMETABLE for filling vacancies: Candidates selected for an interview will be contacted no later than November 4, 2013. Interviews will be held during the week of November 18, 2013. Start date will be the pay period beginning December 30, 2013.
     Anne Arundel County Public Library is committed to diversity in the workplace. Anne Arundel County Public Library is an Equal Opportunity Employer. The Library’s policy is to treat all applicants equally without regard to race, color, religion, age, gender, marital status, national or ancestral origin, sexual orientation, and/or disability in accordance with applicable laws. If you need assistance with any aspect of the application process, please contact the Human Resources Office (410-222-7107) or (



Job Title:     Circulation Assistant               

Grade          7GA                         FLSA Status:     Non-Exempt


Reporting Relationships:     Reports to Branch Manager, Librarian, or Circulation Supervisor. Contacts normally include public, branch staff, administrative and support staff at Headquarters, and outside vendors.

Supervisory Responsibility:     May be assigned supervision of volunteers. May be assigned to co-supervise pages under direction of information staff member. May assist with training Part-time Hourly circulation staff and provide input to their annual evaluation.

Overall Purpose of Job:     This is varied, responsible public contact and clerical work in the circulation of library materials. Work requires considerable ability to use technology including, but not limited to, the library’s computerized circulation system, basic office software applications, PC’s, and email in routine performance of job duties. Work involves responsibility for prompt and courteous attention to library patrons in registering borrowers, circulating library materials, collecting fines and other charges, and explaining library policies and procedures regarding the use of the library’s facilities and services. Work also extends to maintaining records of materials circulated, compiling statistical data of library use, and facilitating patron access to materials. May work on system-wide or area-wide projects through participation on committees and task forces. Although the Branch Manager is ultimately responsible for all occurrences in the Branch, Circulation Assistants may be in charge of building operations in smaller branches when the Branch Manager or other Information Staff are absent. Work is performed under the supervision of circulation supervisor or a member of the library’s professional staff using established policies and procedures.

Essential Functions:     (Examples are illustrative of this class of work; they are not intended to include all of the essential functions of all positions in this class. Lists of tasks under each essential function are not exhaustive.)

1.     Performs activities related to the circulation of materials.
•     Charges, renews, discharges and performs other actions on materials for circulation
•     Reviews patron account at checkout and notifies patron about overdues, etc.
•     Learns and uses standalone backup system
•     Collects fines, and charges for book sales and lost books
•     Registers borrowers
•     Implements changes and new procedures at circulation desk
•     Takes requests for and places holds for patrons when item cannot be renewed or is damaged
•     Makes adjustments, corrections and other changes to patron records as necessary to update their borrower account

2.     Provides public service to patrons at the circulation desk.
•     Responds to direct and telephone inquiries
•     Resolves questions/problems with patron borrower accounts; refers issues to person in charge, managerial, or administrative staff as necessary
•     Refers all information/reference inquiries to the Information Staff
•     Provides directional assistance
•     Explains library rules and procedures
•     Assists with and explains self-checkout process to patrons
•     Assists with and explains online borrower account service to patrons
•     Assists with and explains to patrons how to access and navigate the library’s homepage
•     Hands out bookmarks and provides a brief overview of 24/7 information services and refers patrons to Information Desk staff for further instructions
•     May respond to requests for personal reading suggestions when able, followed by a referral to the Information Staff for assistance locating suggested material and for further Readers’ Advisory assistance; refers these requests to Information Staff if unable to make recommendations
•     Follows guidelines for introducing new library users to library services
•     Follows guidelines for cross-marketing and word-of-mouth marketing of library services to patrons at the circulation desk
•     Follows system behaviors for ensuring that patrons’ needs have been met

3. Performs clerical tasks that facilitate patron access to library materials and services.
•     Processes delivery/bookdrop/overflow items
•     Repairs materials
•     Prepares date due slips for use at circulation desk
•     Places material on and weeds material from hold shelf
•     Places material on and weeds material from sale shelf
•     Prepares circulation, door count, branch activity, and other reports as assigned
•     Files updates to branch manuals such Policies & Procedures, etc.
•     May write procedures for circulation task for inclusion in branch operations manual
•     Updates “Quick Reference Circulation Binder” as changes are received
•     Files updated materials and weeds outdated materials from branch files
•     Assists patrons with the SAM registration station and APM machine
•     Checks in magazines, newspapers and other periodicals and processes them for circulation; may place yearly magazine order prepared by information staff
•     Runs reports related to ILL requests; searches shelves for and processes requested materials
•     Processes MARINA, new materials, donations, and discarded items
•     Tracks and processes missing parts of multi-part or “boxed” and other problem shelf items
•     Markets library collections by setting up and stocking displays
•     Looks for and processes items from the trapholds, missing, on-the-fly, and intransit reports

4. Performs cash transactions.
•     Receives payments for fines and other charges
•     Makes accurate change
•     Closes out register
•     Prepares and makes bank deposits
•     Processes cash register updates
•     Prepares reports for Library’s Finance Office
•     Collects, accounts for, and prepares reports for other cash, for example from APM machine, following system procedures

5. May perform supervisory duties as assigned.
•     Assists information staff member with recruitment and hiring of pages
•     Recruits, selects and trains volunteers
•     Schedules staff and assigns work
•     Provides for staff training
•     Monitors, provides feedback and evaluates performance
•     Provides supervisory counseling, meets with staff to resolve problems or discuss issues, as needed
•     Recognizes staff contributions and may help plan and host events related to employee/volunteer recognition

6. Other significant responsibilities.
•     Trains and gives assistance to PTH circulation staff, pages, volunteers, and new employees
•     Maintains and orders branch supplies and forms
•     Organizes, monitors use of, and requests more tax forms as needed
•     Makes repair requests for branch copier and other equipment
•     Orders supplies for branch copier and other equipment
•     Updates branch premium message board
•     Maintains public postings and giveaways, community bulletin board
•     Keeps branch copies/supplies of forms and publications updated
•     Checks branch email account daily and routes, posts messages as appropriate
•     Troubleshoots branch equipment and performs simple upkeep or repair
•     May serve as branch timekeeper, enter timesheet data, and submit leave changes
•     Uses word processor, database, and spreadsheet software to maintain records, prepare reports, etc.
•     Distributes mail
•     Prints Open/Close report and gives to appropriate staff member
•     Acts as “in charge” personnel in smaller branches when necessary and so designated – assists with resolving patron transactions which involve exceptions to normal procedures or other difficulties, following system guidelines
•     Serves on system committees and task forces
•     Serves on branch teams such as Summer Reading Club, etc.
•     May take notes and produce minutes of branch or committee meetings
•     Monitors and maintains branch “lost and found” drawer
•     On assignment to Interlibrary Loan services, transmits and receives requests for materials to outside agencies; receives and dispatches materials; maintains records; performs clerical duties related to the processing and handling of these materials
•     Assists with Summer Reading Club activities
•     Assists with Summer Reading Club registration database entry
•     May prepare weekly or monthly circulation desk schedule
•     May monitor PTH, Page, and/or supply budgets for branch
•     May monitor branch petty cash account

7. Maintains skills and knowledge.
•     Learns new skills and technology to retain proficiency in job functions
•     Participates in training and attends workshops
•     Reads manuals and other materials as appropriate
•     Keeps current with branch/system communications

8. Performs other related duties as assigned.

NOTE: Certain conditions, e.g., economic constraints, staffing patterns, changes in system/branch goals and objectives, etc., may necessitate changes to the duties described in this job description.

Accountabilities:     Work is reviewed through observation, investigation of complaints, review of interventions in problem situations, conferences and reports. Work is carried out in accordance with the established policies and procedures of the library system, and it is evaluated in terms of effectiveness with which tasks are performed and the needs of patrons are satisfied, and controlling requirements of the library. Accountabilities include, but are not limited to the following:

1.      Contributes to overall effective functioning of branch circulation services.
2.     Maintains good public relations with library customers.
3.     Maintains good working relations with branch and system staff.
4.     Represents library to public, other County agencies, community, etc.
5.     Meets target areas and personal development objective as established with supervisor.
6.     Performs work in keeping with accepted standards and the policies and procedures of the Library System.

Working Conditions:

1.     Physical Demands: Job involves a considerable amount of standing, movement and activity.    Work routinely involves lifting or handling material weighing up to 30 lbs.; moving or lifting boxes of library materials weighing 50 lbs. or more; pushing booktrucks weighing 100+lbs.; bending, stretching, stooping, reaching. Much use of computer monitor, mouse and keyboard.

2.     Emotional Demands: Considerable stress related to high degree of public contact, including occasional incidences of complaints or disruptive behavior, and normal challenges of supervisory responsibilities. Some stress related to sustained periods of high-volume activity.

3.     Social Environment: Always people to talk to and work with.   NOTE: On rare      occasions, in small community branches in the morning, only one staff member may      be in the branch for a few hours.
4.     Physical Environment: Typical office/library environment. Some fluctuations in building temperature related to HVAC problems can cause some periods of uncomfortable heat or cold. Some periods of elevated noise levels during programs and peak times.

5.     Mental Demands: This is responsible and varied work requiring the exercise of initiative, judgment, and discretion. Both speed and accuracy are required in the execution of procedures, some of which are complicated and non-routine. New assignments and changes in procedures are received in general outline, and employees are expected to proceed with minimum supervision. Advice and assistance are normally available.

Minimum Qualifications:

Graduation from high school or equivalency program preferably including or supplemented by computer training, and work experience in a capacity involving frequent contact with the public; or an equivalent combination of experience and training that has provided the knowledge, abilities, and skills listed below.

Required Knowledge, Skills, and Abilities:

1.     Thorough knowledge of library policies and procedures applicable to the registration of patrons and the circulation of library materials.
2.     Considerable knowledge of the objectives and service policies of the library system.
3.     Knowledge of and ability to master the accurate and speedy operation of computers and complex software in the performance of job duties.
4.      Keyboarding skills sufficient to produce accurate entries into circulation system and to meet job performance standards.
5.     Ability to master and observe established procedures for circulation, registration, and other borrower-related activities.
6.      Ability to maintain records and perform routine arithmetic calculations quickly and accurately.
7.     Knowledge and skills necessary to supervise the work of volunteers and to assist with the supervision of pages and PTH circulation staff.
8.     Ability to communicate effectively and deal tactfully and courteously with a diverse public.
9.     Ability to establish and maintain effective work relationships with the public and with other staff, and to deal tactfully and effectively with patrons in stressful situations.          
10.     Ability to work effectively and calmly under pressure.
11.     Basic knowledge of word processing and spreadsheet software sufficient to perform tasks required by this position.
12.     Knowledge and skills necessary to work effectively as a member of a team toward the achievement of common goals and objectives.

AACPL employees work in a diverse environment and are expected to demonstrate respect for and relate to co-workers and customers from many different backgrounds and cultures. The Anne Arundel County Public Library is an Equal Opportunity Employer and complies with the Americans with Disabilities Act. The Library’s policy is to treat all applicants and employees equally without regard to race, color, religion, age, gender, sexual orientation, national origin, or disability.        2/13

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