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Head of Circulation and Interlibrary Loan, Boothbay Harbor Memorial Library, Boothbay Harbor ME

Posted April 25, 2014

Position Title: Head of Circulation and Interlibrary Loan
Department: Circulation
Reports to: Library Director

The head of circulation is responsible for operation of circulation services: the day-to-day
operation and security of the circulation desk, management, training and scheduling of
circulation desk volunteers, and accounting procedures for the collection of fees for damaged
and lost materials. The head of circulation is expected to generate statistical reports as
requested by the library director.

The head of circulation is scheduled to provide direct services to library patrons that will
include a variety of routine clerical and physical tasks such as circulating and processing library
materials.

The head of circulation works with the director and other department heads to formulate
circulation policies and procedures and, upon request, participate in the formation of general
library policies and procedures.

The head of circulation processes or supervises all interlibrary loan transactions.

PRIMARY RESPONSIBILITIES

Circulation and public service

  •  Checks materials in and out using automated circulation system;
  •  Processes interlibrary loan transactions and prepares these items for courier or mail service;
  •  Coordinates delivery of reading material to shut-ins by selecting items, checking them out, and arranging for home delivery by a volunteer;
  •  Answers the telephone and redirects incoming calls as appropriate;
  •  Greets patrons and answers directional questions;
  •  Issues library cards and provides orientation to new patrons;
  •  Collects cash and personal check transactions;
  •  Prioritizes the flow of materials for return to the shelves;
  •  Assists the public in the use of the printer and refills printer paper as needed;
  •  Assists the public in the use of the photocopier, refills paper as needed;
  •  Assists the public in resolving complaints about circulation problems, referring to the director as needed;
  •  Interprets library policies to the public, referring to the director as needed;
  •  Prepares overdue notices;
  •  Prepares bills to patrons for lost or damaged material ;
  •  Prepares bills and correspondence related to interlibrary loan material from and to other libraries;
  •  Maintains records related to billed and claimed returned items;
  •  Prepares documentation for recovery of delinquent accounts;
  •  Identifies materials in need of cleaning, repair, or withdrawal and transfers them to appropriate volunteers;
  •  Oversees large print collection, including weeding and suggestions for purchase;
  •  Schedules bookings for meeting room use and provides orientation to the facility and equipment;/li>
  •  Forwards patron requests for purchase of materials to library director;
  •  Assists with opening and closing procedures throughout the library;
  •  Maintains the appearance and order of the circulation desk, interlibrary loan workspace, and the adult stacks, including the Great Room and Reading Room.

Management

  • Encourages a friendly and organized service environment;
  • Monitors the daily operation of the online circulation system;
  • Supervises volunteers assigned to circulation area and verifies that assignments are carried out properly;
  • Prepares work schedules for volunteers;
  • Acts as library’s liaison with Minerva on circulation matters and attends consortium circulation section meetings;
  • Maintains the operations manual for the circulation area;
  • Prepares and maintains circulation statistics reports;
  • Maintains inventory of circulation supplies and reports supply needs to library director;
  • Notes collection deficiencies and refers to director;
  • Makes recommendations to director for operational or policy changes to ensure the highest quality public service;
  • Consults on purchasing of equipment related to circulation services;
  • Assists the public in locating library materials;
  • Promotes appropriate behavior and conduct of those using the library;
  • Performs other duties as assigned;

ACCOUNTABILITY
The head of circulation reports to the library director and is expected to work with latitude
for independent action and decision-making in circulation matters. The library director is
responsible for hiring and termination decisions. Annual performance reviews are
conducted by the library director.

QUALIFICATIONS

  • A Bachelor’s degree is required. The ability to work with a diverse public in a friendly,
  • diplomatic manner is essential. Experience in clerical work of a responsible nature is expected, with accuracy and attention to detail essential.
  • Knowledge of supervisory methods, including work delegation, scheduling, evaluating
  • performance and maintaining morale is expected.
  • Computer skills are essential as the position requires using the Millennium Integrated
  • Library System, Internet applications, Microsoft Office, and other computer applications associated with circulation activities. Excellent verbal and written communication skills are essential.
  • Adequate knowledge of literature, and current publishing trends.

PHYSICAL REQUIREMENTS AND WORKING CONDITIONS

  • Physical demands herein are representative of those that much be met by the employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable an individual with disabilities to perform the essential functions.
  • While performing the duties of the job, the employee is regularly required to stand for long periods and work closely with patrons of the library. The employee must be capable of lifting and/or moving objects of up to 25lbs and transport loaded book carts.
  • The Employee is expected to use a keyboard, mouse, computer monitor and hand scanner in the performance of job requirements.
  •  Focused attention to detail in a busy environment is essential. 

WORK SCHEDULE

  • The head of circulation works a combination of weekdays, evening(s) and weekend hours as needed by the employer for a minimum of 28 hours per week. Every third week the department head works a Saturday for an additional 4 hours. Flexibility in scheduling is desired as additional hours are occasionally requested to cover vacation or sick time.

WAGE AND BENEFITS

  • Wage starts at $15/hr. and is conditional upon experience. Benefits available with this
  • position include vacation, sick and personal leaves, and a SEP-IRA (simplified employee
  • pension).

Please send a cover letter and resume to [email protected]. Attn: Timothy McFadden, Director

Beginning date: June 24, 2014

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