Circulation and Collections Assistant

Staff - Union

Job Category
CUPE 2950

Job Profile
CUPE 2950 Salaried - Pub Svc Library Asst 4 (Gr7)

Job Title
Circulation and Collections Assistant

Department
UBC Library I Woodward Library I Circulation

Compensation Range
$4,460.00 - $4,686.00 CAD Monthly

Posting End Date
March 27, 2024

Note: Applications will be accepted until 11:59 PM on the day prior to the Posting End Date above.

Job End Date

At UBC, we believe that attracting and sustaining a diverse workforce is key to the successful pursuit of excellence in research, innovation, and learning for all faculty, staff and students. Our commitment to employment equity helps achieve inclusion and fairness, brings rich diversity to UBC as a workplace, and creates the necessary conditions for a rewarding career. 

Job Summary

Open and closes Woodward Library as required. Works scheduled shifts at the Information desk to provide circulation services and respond to directional and information queries. Works on reference service as required as well as providing support to the AskAway provincial reference service. Administers and coordinates financial activities related to daily financial transactions. Performs daily cash reconciliation, cash deposits, reviews pertinent financial activities. Provides overdue appeal services to patrons. Verifies, updates, and corrects holding and item records in Voyager, and refers inaccuracies in bibliographic records to Technical Services. Works on collection management projects, including weeding, book moves, and storage maintenance. Processes gift items received by the library. Performs other duties related to the qualifications and requirements of the job.
Organizational Status

Works under the general direction of the Woodward Library Circulation and Office Manager and reports to the Circulation Supervisor on matters related to circulation.  Works closely with Woodward Librarians on matters relating to collection management.  Interacts extensively with Technical Services on matters related to library records. May assist the Circulation Supervisor in training and supervision of junior staff and students.  Participates on teams and working groups relating to matters of circulation and collections.
Work Performed

Circulation/Reference:

• Opens and closes library.Deals with all problems and/or emergencies that may occur when working as the sole or as one of two permanent staff members during evenings and weekends. Interprets and ensures compliance with organizational rules, policies, and procedures, evaluating and making authorized decisions regarding situations requiring deviation or exception from normal procedures at the branch.
• Works at Information desk.Answers circulation, directional, and complex information queries in person, or over the phone. Places requests on circulating materials, charges and discharges books, processes requests received, renews books, etc.Operates the cash register, accepts fines and other payments, and sells copy cards.Processes faculty and staff applications for library cards, as well as renews library privileges for existing card holders.Retrieves and re-shelves materials from storage.
• Works on Woodward reference service. Provides information and complex reference assistance to library users in person, by email, and over the phone. Directs users to resources such as research guides, databases by subject, and subject librarians. Instructs users on how to access and utilize catalogue, multiple databases, and e-resources, as well as reference management software.
• Delivers reference service through AskAway to library users at post-secondary institutions across the province in all subject areas and refers questions to subject specialists as needed.
• Does daily cash reconciliation from cash register receipts.Prepares bank deposits on a regular basis according to UBC guidelines.
• Working with the Overdues, ILL/DocDel and Circulation Supervisor, provides overdue appeal services to library users by responding to queries about overdues and fines. Reviews overdues queries and fine appeals by examining circulation logs and other relevant reports. Makes exceptions to waive or adjust fines as needed. Searches online for publisher pricing for replacement copies of lost items. Participates on committees and in meetings concerning overdues if required.
• Creates and maintains daily desk schedule according to circulation staff member’s shifts and duty or meeting commitments.
• Provides technical and administrative support for in-person or online teaching by librarians as needed.
• As part of the Information Desk team serves on a rotating basis on the Local Health and Safety Committee and as a fire warden.  
• Works at the Biomedical Branch Library (BMB) or other library locations to provide short-term backup/support as required.

Collections:

• Performs library catalogue maintenance by verifying, updating, or withdrawing catalogue holdings or item records in accordance with the established guidelines. For serials, follows NISO Standards when changing/correcting/modifying records. Must be familiar with MARC record fields in order to correctly identify and request added information by Technical Services cataloguers.
• Corrects holdings and item records in the library catalogue where possible. This includes investigating, interpreting and analyzing problem records as well as communicating with Technical Services staff to clarify record holdings.  Informs Technical Services cataloguers of discrepancies and inaccuracies in online bibliographic records.
• Under the direction of Woodward Librarians carries out collection management projects (e.g. collection moves, deselection), including establishing priorities and schedules, and developing procedures. Makes appropriate changes regarding designation of materials when moving within branch or to another location. Produces specific location labels for various in-house locations, such as reference, storage, etc., as required. Prepares deselected material for Better World Books or discard.
• Manages Woodward storage areas. Removes materials from the stacks according to guidelines. Interfiles materials into storage collection, shifting books and shelves as required. Updates storage location records as required. Performs regular storage space audits.
• Acts as a backup to process gift items including books, journals and conference proceedings received by the library by donors. For added volumes or copies adds item to correct bibliographic record and processes item. For new titles, sends items to cataloguing for complete record treatment. Attaches barcode, adds property stamp, and gift flag before shipping to Cataloguing division. Prepares rare and expensive gifts, and routes them to Cataloguer for special “do not mark” treatment.
• Performs other duties related to the qualifications and requirements of the job.

Consequence of Error/Judgement

Follows library policies and procedures, understanding that adjustments/accommodations may be appropriate in some circumstances.

Cash and credit card reconciliation/POS transactions: Mistakes in accuracy could result in financial discrepancies, which has implications for both the division and the university.

For reference services, uses independent judgement in selecting and interpreting information, determining the resources required. Providing incorrect or incomplete information may negatively affect researchers’ work and students’ ability to complete assignments on time and damage the Library’s reputation.

Errors in modifying catalogue records could lead to incorrect holdings displays, misleading library users.

Models respect for and acceptance of diverse perspectives and backgrounds. The ability to do so fosters a healthy environment where staff morale is positively affected, and library patrons feel welcome and supported.

Supervision Received

Reports to the Circulation and Office Manager and receives daily supervision from the Circulation Supervisor. Works under the direction of librarians on collections projects and issues. Performance reviews conducted by Circulation and Office Manager
Supervision Given

Formally trains new staff and students on work procedures related to Woodward Library collection maintenance. Oversees student work. 
Minimum Qualifications
High School graduation, plus two year Library Technician diploma, plus four years of related experience, or an equivalent combination of education and experience.
- Willingness to respect diverse perspectives, including perspectives in conflict with one’s own

- Demonstrates a commitment to enhancing one’s own awareness, knowledge, and skills related to equity, diversity, and inclusion

Preferred Qualifications

• Knowledge of library policies, procedures, and circulation services.
• Ability to interpret and apply library policies with consistency.
• Experience providing reference services
• Familiarity with cataloguing and library collections.
• Ability to type 40 w.p.m. and to operate the normal range of library equipment. 
• Demonstrated ability in word processing, spreadsheet, and database applications at an intermediate level.
• Ability to plan projects and to work independently and as part of a team.
• Ability to provide quality public service to a diversity of people in a calm, courteous, and effective manner.
• Experience building productive relationships and working collegially with a diverse population of colleagues or users in keeping with the UBC Respectful Environment Statement
• Ability to exercise tact and discretion. 
• Ability to communicate effectively orally and in writing.
• Ability to work a five day week and to work evenings and weekends when required.
• Accuracy and attention to detail.