Occ. Code 2559200

LIBRARY CLERK 2, GRADE 9                                                             2559200

LIBRARY CLERK 3, GRADE 14                                                            2559300

New York State Department of Civil Service

Classification Standard

BRIEF DESCRIPTION OF CLASS SERIES

          Library Clerks perform and/or supervise specialized library clerical activities in support of a library program, such as organizing and maintaining the library collection, helping customers locate information, maintaining and creating online databases, and directing the acquisition, shelving, and rebinding of books.  Incumbents are responsible for one or more organizational units within the library, such as Public Reader Services, which may include Circulation, Interlibrary Loan, Special Collections and Periodicals, Acquisitions, or Technical Services.

          Library Clerks are classified primarily in the Department of Corrections and Community Supervision (DOCCS), the State University, and the Education Department.

DISTINGUISHING CHARACTERISTICS

LIBRARY CLERK 2: performs specialized library clerical duties in support of one or more of the units mentioned above.  May supervise subordinate staff and/or provide direction to student or offender workers in the performance of library activities.

LIBRARY CLERK 3: supervises Library Clerks 2 and may, in addition, provide direction to student or offender workers; oversees particular library section, including, but not exclusive to, Public Reader Services, Technical Services, Acquisitions, or a Branch Library.

RELATED CLASSES

          Library Aides, labor class, inspect material being carried out of the library to prevent theft, sort returned materials for distribution, stack books, and count and record the number of people entering and leaving the library.

          Librarians perform activities requiring knowledge of the theories, objectives, principles and techniques of library science, such as managing and planning library services; providing advisory and search services; and selecting, acquiring, cataloging and classifying material.

          Clerks 2 perform complicated clerical processing and records maintenance activities in support of a technical, administrative or management operation and/or supervise three to eight clerical support positions.

ILLUSTRATIVE DUTIES

          LIBRARY CLERK 2 

Performs copy cataloging, including description, subject analysis and assignment of the classification number.

• Assists cataloger in preparing original cataloging for monographs and serials, and establishing authority records.

• Performs bibliographic database maintenance, detects and corrects bibliographic errors, eliminates duplicate records, restores missing records, and processes adders, additions, withdrawals and transfers.

• Catalogs materials in other formats, such as CD-ROMs, DVDs, videotapes and computer software and revises the processing of cataloged materials done by other clerical staff.

Creates and maintains serial control records, including publication patterns, in the library database.

• Checks-in newly received serials.

• Creates and maintains routing lists where appropriate.

• Links volumes to appropriate bibliographic record in the local database.

• Assists the professional librarian with the upkeep of serials holdings in the online database.

Works to acquisition library materials by searching Online Computer Library Center (OCLC) records or other bibliographic sources to assist with collection development.

• Receives approved purchase orders and sends orders to vendors.

• Exports records from OCLC or other bibliographic sources into the library database.

• Electronically maintains accounts for individual vendors.

• Electronically processes invoices and credits.

• Electronically maintains standing orders and unpacks and processes monographs and serial items that are received for check-in and cataloging. 

Designates and tags appropriate serial titles for binding.

• Supervises the preparation of serials for binding.

• Processes new requisitions in the electronic database from the librarys binding company, to indicate the proper title, volume, and date; prepares worn or damaged materials for rebinding or repair.

• Acts as liaison with binding company for library; supervises the processing of materials upon return from the bindery.

Assists with the preservation of library materials.

· Performs repairs to general collection materials.

· Creates images of library materials to preserve content and provide access.

Assists library customers.

· Provides assistance with accessing electronic reference sources and using electronic equipment.

· Helps customers locate materials, answers questions, and makes referrals to the Librarian.

Library Clerks 2 may also assist in training newly hired personnel as well as other library staff.  Incumbents may also supervise Student Assistants and/or offender workers.  Library Clerks 2 who work for the Department of Correctional Services may perform technical services functions using manual, rather than electronic methods.

          LIBRARY CLERK 3 

Under the direction of a Librarian or an administrative professional with overall responsibility for the functions and services of the library, Library Clerks 3 are responsible for the supervision of a particular section of the library (e.g. Public Services, Acquisitions.)

In Public Services, a Library Clerk 3:

• Plans for and supervises the operation of Circulation, Reserve, Media/Microforms, Interlibrary Loan and Help Desk services.

• Coordinates activities with appropriate units/departments in the library and maintains and monitors appropriate records.

• Serves as primary contact person for faculty and student customers.

• Recommends policies and procedures for user access to information and implements upon approval.

• Serves as first level of referral to resolve user problems.

• Negotiates bill and fine problems with customers and resolves other problems that may arise with customers.

• Provides information regarding services, rules, policies, and procedures to customers.

• Serves as team leader in allocating responsibilities and staff to implement policies and procedures.

• Plans staff training programs.

• Develops, conducts and revises criteria and materials for staff training programs.

• Prepares work schedules for staff and student assistants to maintain adequate coverage at service desks and establishes policies and procedures for requesting work schedule changes, time off, and sick leave and communicates them to staff.

In addition, Library Clerks 3 interview, select, train, supervise and evaluate Library Technical Assistants, Library Clerks 2, Clerks 1, Student Assistants and offenders.

In Acquisitions, a Library Clerk 3:

• Supervises the acquisitions classified staff, including preparation of performance programs, evaluation of performance and review with acquisitions staff.

• Plans workload and monitors productivity.        

• Performs pre-order searching and sends orders.

• Monitors and supervises the processing of order requests and book budget encumbering to ensure timely processing and the expenditure of funds.

• Monitors and adjusts book budget funds.

• Provides support for basic monographic catalog training to acquisitions staff.

• Performs tasks associated with post receipt bibliographic searching and cataloging using online databases.

• Uses alternate bibliographic tools such as CD-ROM web based tools and appropriate internal files.

• Acts as a liaison to library staff, university staff and members of the local community providing information on policy and procedure related to all aspects of acquisitions.

• Provides support for communication and interpretation of acquisitions policies for library staff and coordinates various acquisitions, cataloging, database maintenance and automation related to technical service projects.

In Technical Services, a Library Clerk 3:

• Develops, implements, and supervises Library Technical Assistants, Clerks 1 and Student Assistants involved in transferring all local copy and volume information from paper files to on-line systems.

• Coordinates the work of classified staff and students assigned to database maintenance projects.

• Coordinates workflow, distributes work assignments and supervises progress of work assignments.

• Provides training on library databases, including but not exclusive to, Research Libraries Information Network (RLIN); OCLC; and for various unit activities.

• Serves as a resource person for unit policies/procedures; acts as a liaison/contact person in the absence of the unit head or in conjunction with the unit head.

• Performs complex problem resolution activities related to the editing of online records and the processing of materials in the librarys collections in order to make bibliographic information clear and accessible to users.

• Oversees the preservation of library materials.

• Participates in workflow reviews for activities within and among units in the libraries.

• Participates in planning sessions with unit head.

• Represents the unit on technical services committees related to workflow, implementation of the online system and policy development.

• Serves as a resource person within technical services for database maintenance issues, linking, and input procedures.

SUPERVISION EXERCISED

Library Clerks 2 may supervise subordinate staff and/or provide direction to student assistants or offender workers in the performance of library activities.

          Library Clerks 3 supervise Library Technical Assistants, Library Clerks 2, Clerks 1, and other subordinate staff and provide direction to student assistants or offender workers in the performance of library activities.

MINIMUM QUALIFICATIONS

LIBRARY CLERK 2

One year of permanent service in a clerical or secretarial position allocated to Grade 6 or higher.

LIBRARY CLERK 3

One year of permanent service as a Library Clerk 2.

Date:  4/05

NOTE:   Classification Standards illustrate the nature, extent and scope of duties and responsibility of the classes they describe.  Standards cannot and do not include all of the work that might be appropriately performed by a class.  The minimum qualifications above are those which were required for appointment at the time the Classification Standard was written.  Please contact the Division of Staffing Services for current information on minimum qualification requirements for appointment or examination.