Specialist, Library Circulation Specialist

Job Summary

Pellissippi State Technical Community College is seeking a highly skilled and experienced Specialist, Library Circulation to join our team. As a key member of our Libraries department, you will be responsible for overseeing the Libraries' technology lending program, managing circulation technology and equipment, and providing excellent service at the circulation desk.

Key Responsibilities

• Technology Lending (30%):
  • Manage the lifecycle of technology and equipment, including selection, processing, security, reimaging of laptop computers, inventory, and surplus.
  • Assess items for damage and ensure their repair, replacement, or removal from the collection.
  • Create and maintain documentation for this collection in print and digital formats.
  • Collaborate with the Circulation Librarian to develop and revise policies, processes, and procedures related to the collection.
  • Provide training for staff at all campus locations.
  • Create reports on a routine and as-needed basis to assess and improve the collection and the lending service.
  • Assist the Circulation Librarian with special projects associated with the collection.
• Patron Billing (20%):
  • Collaborate with the Business Office to ensure that billing procedures comply with state law as well as policies set by the college and the Tennessee Board of Regents.
  • Notify Accounts Receivable of amounts to bill patrons for non-returned or damaged materials and provide supporting documentation.
  • Respond to questions and correspondence related to overdue and lost materials.
  • Maintain billing records and communicate with patrons and Business Office staff regarding patron bills.
  • Enter billing information into the integrated library system and remove charges when notified patron has paid their bill.
  • Stay current with technology and apply new knowledge and processes when applicable.
• Statistics and Reports (15%):
  • Support the technology lending program and the print course reserve collection with use and assessment data that can be used for service improvement and the selection of new items as well as departmental reports and strategic planning.
  • Create routine monthly and annual reports for intercampus loans, interlibrary loans, overdue items, billing, circulation at all campus locations, and other reports using the integrated library system design analytics and Microsoft Excel.
  • Run monthly in-transit reports in the integrated library system to identify items stuck in-transit and to correct their disposition.
• Circulation (15%):
  • Provide services to patrons at the circulation desk in rotation with other circulation staff, uses the integrated library system to check books/materials out and in and renews loans.
  • Help patrons locate specific circulating materials or reserve items and adds or updates patron records in the library system.
  • Records patron interactions in using Springshare's LibInsight form.
  • Authorizes new library accounts for students not automatically added to the integrated library system, checking Banner for class registration information to verify their status.
  • Issues borrower's cards to community members.
  • Explains circulation policies and procedures to patrons verbally and in writing.
  • Suggests improvements to policies and procedures.
  • Handles patron complaints, referring the patron to a supervisor as needed.
  • Answers directional and general information questions in person and by telephone and makes referrals as necessary.
  • Processes requests for materials from other Pellissippi State campus locations.
  • Searches for items reported missing following the established procedures for searching and tracking.
  • Using technically advanced knowledge of the library's systems, trains new employees and provides ongoing support for circulation technical procedures and policy questions for staff members at the college's other campus locations.
  • Opens and/or closes the library during specified hours.
  • Adapts to changes or updates to the integrated library system, learns new software programs and platforms, and develops a thorough understanding using the fulfillment areas of the library system.
  • Assists the Circulation Librarian with special projects associated with shelving, shifting, weeding, and with projects associated with general library spaces.
• Inventory of Physical Materials (5%):
  • Oversees the annual inventory of physical materials as required by policy issued by the Tennessee Board of Regents.
  • Organizes the inventory at all four campuses, assigning barcode scanning activities to library volunteers and site campus staff members.
  • Trains individuals to scan barcodes into an Excel spreadsheet, to check for the accuracy of the scan, and how to fix incorrect scans.
  • Uploads the Excel spreadsheet of barcodes into the integrated library system and generates the necessary reports.
  • Uses reports to coordinate efforts to locate missing items and to relocate items to their proper place.
• Supervision (10%):
  • Onboards, trains, supervises, and evaluates approximately 10-15 part-time employees.
  • Reports personnel issues to the Circulation Librarian.
  • Creates work schedules and processes timesheets.
  • Communicates with the Financial Aid Office regarding work-study students in the department.
  • Oversees the work of student volunteers seeking service hours for TN Promise.
• Reserve Collection (5%):
  • Manages and updates the print course reserve collection as needed.
  • Communicates with faculty and other departments regarding items they have placed on reserve and about approval lists provided for items requiring approval for student loans.
  • Processes library-owned materials that faculty request for course reserve, creating or deleting brief catalog records in the integrated library system.
  • Assists library assistants at other campus locations with placing items on reserve at their campus.
• Interlibrary Loan (As needed):
  • Serves as back-up for other library assistants in their absence to coordinate interlibrary loan services, both borrowing for the library's patrons and lending to other libraries.
• Other duties (As needed):
  • Provide backup for Circulation Librarian and other Library Assistants at all campuses.

Key Result Areas

• All loanable technology items will be accounted for at all four campuses, including items on loan, items transferred between campuses, items being reimaged or repaired by IT, and items returned to the Libraries.
• Statistical reports will show evolving trends that will inform decisions about future purchases and services.
• The integrated library system will receive regular support, including troubleshooting, to ensure it functions correctly.
• Overdue and damaged library materials and technology will be accurately monitored in the integrated library system, and notices will be sent to Accounts Receivable in a timely manner with supporting documentation so that they can bill the appropriate patrons.
• All part-time and full-time staff working at the circulation desk will be informed of changes to policies and procedures.
• Students, faculty, staff, and community patrons will receive accurate information and assistance delivered cheerfully and professionally and can easily locate physical materials.
• Reserve items will be processed, cataloged, and properly made available for loan in a timely manner.
• Temporary part-time workers will be trained to perform library tasks and their timesheets will be submitted accurately and on time to Payroll.

Job Requirements

• Bachelor's degree required.
• Advanced knowledge and experience with MS Excel.
• 1 year of office and/or customer service experience.

Preferred Skills

• Industry-recognized Ex Libris certification as an Alma Administrator.
• Microsoft Office Certification in Excel.
• Integrated library system experience.
• Management experience.
• Supervisory experience.
• Circulation services experience.

Responsibility for Accuracy

This position is responsible for a wide variety of technical, supervisory, managerial, and public-facing duties, so the opportunities for errors are great. Properly managing the life cycle of hundreds of thousands of dollars of technology items requires high-level technical skills as well as meticulous attention to detail. A failure to provide comprehensive oversight of technology items would cause monetary losses for the Libraries. These losses would result in a reduced budget to be applied to collections and services. In addition, the loss of items would impact the Libraries' technology inventory, reducing the number of items available to students.

Judgement & Decisions

While much of this individual's work is guided by established policies and procedures, they must be able to solve complex problems, exercise good judgement, and communicate diplomatically with library patrons without constant, direct supervision. This person oversees a variety of areas of responsibility and must be able to manage competing priorities and meet deadlines. The Circulation Librarian relies on this person to develop and maintain excellent working relationships with other campus departments as well as external vendors. Final approval for budget expenditures lies with the Dean of Libraries, but they rely on this position and the Circulation Librarian to research cost, accessibility, technical specifications, and other pertinent information related to technology items before submitting requisitions.

Full-time Employment Benefits

• Insurance Options Health, dental, vision, life, short/long-term disability, FSA/HSA Wellness Incentive Program, if enrolled in health plan
• Educational Assistance Fee Waiver Spouse/Dependent discounts Audit/Non-Credit Reimbursement Program
• Employee Assistance Program
• Retirement options Tennessee traditional pension plan option (TCRS) 401k with $50 company match/457/403b
• Employee Discount program with over 900+ companies
• 13 Paid Holidays/Year Includes paid days off the last week of December
• Sick Leave Bank
• Longevity Pay
• Many opportunities for professional development

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