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HomeMy WebLinkAboutItem 2f - New Classification Specification for Library Clerk (Part-Time) Page 1of 2 DATE: August 1, 2017 TO:Honorable Mayor and City Council FROM:Darlene Bradley, Director of Library and Museum Services SUBJECT:NEW CLASSIFICATION SPECIFICATION FOR LIBRARY CLERK (PART- TIME) Recommendation:Approve SUMMARY In an effort to provide enhanced services to the public, it is recommended that the City Council approve the new classification specification for Library Clerk (Part-Time).The new position will enable the City to offer passport services at the Arcadia Public Library. The new classification specification for Library Clerk (Part-Time) wasapproved by the Human Resources Commission on June 8, 2017. DISCUSSION To provide enhanced and specialized services to the public, the Library and Museum Services Department is proposing the creation of a new job classification of Library Clerk (Part-Time). The primary function of this new classification will be to provide passport services to the City’s residents and outside customers, which the City currently does not provide. In addition to providing specialized passport services, the duties of this classification will perform circulation desk activities such as assistingpatrons with checking materials in and out, accepting and processing fees,and issuing library cards. The minimum qualifications for this classification will be one (1) year of customer service experience involving public contactand experience working in a library is desirable. In addition to possessingthe required educational training of the completion of the twelfth grade, college level coursework in library sciences, business or public administration, or a related field is desirable. The specialized requirement that this classification will be required to possess is certification as a United States Passport Agent. This significance of requiring certification as a U.S. Passport Agent for this new classification is that it allows the City to providepassport services directly to its residents and outside customers, but it also allows the City to charge relative fees for New Classification Specification for Library Clerk (Part-Time) August 1, 2017 Page 2of 2 passport services. Thus, establishing this new classification and public service as a revenue generating opportunity, which will offset the costs associated with positions employed within this new classification specifically used for passport services. FISCAL IMPACT Based upon the results of a compensation study conducted by the Human Resources Division, staff is recommending to the City Council that the hourly wage rate be set at Range PT20($14.83/hr. to $18.03/hr.). Staff surveyed (19) municipalitiesand determinedRange PT20to be a reasonable rate for the distinction of work that the Library Clerk (Part-Time) will be performing. The recommended hourly rate setting also took internal equity into consideration between the City’s hourly rate for the lower level classification of Library Aide II and the hourly rate for the higher level classification of Library Technician I. The costs to run the passport services program, including the cost of the proposed Library Clerk (Part Time) position, was included in the adopted Fiscal Year 2017-18 Budget. There is a net positive revenue to the City. The first year start-up costs would be $7,000 for Supplies and Postage, $2,500 for Capital (computer and digital camera), and recurring costs would be for personnel at $53,000andSupplies & Postage at $6,000There would bean estimated annual revenue of $80,000 for a net $21,000 annual revenue to the City. RECOMMENDATION It is recommended that the City Councilapprovethe new classification specification for Library Clerk (Part-Time) in the Library and Museum Services Department. Attachment:Classification Specification for Library Clerk (Part-Time) CITY OF ARCADIA LIBRARY CLERK (PART TIME) DEFINITION Under general supervision, performs a wide variety routine clerical, technical, and library support services to the public. The Library Clerk is a part-time position that supports the Library by performing library and United States Passport service functions, including assisting patrons with passport services, setting appointments, collecting fees, taking digital photographs and processing them, driving to the post office, mailing passports at the local post office, assisting patrons at public desks including collecting fines and fees, preparing library cards, assisting the public with basic computer, copy machine, and scanning machine questions. SUPERVISION EXERCISED Exercises no supervision. EXAMPLES OF IMPORTANT AND ESSENTIAL DUTIES Completes the processing of U.S. Passport application and transmittal forms. Interact with the general public to process U.S. Passport applications. Operate a digital camera and process photographs for U.S Passports. Drive to the local U.S. Post Office and mails completed transmittal packages to the National Passport Processing. Responsible for making sure that all necessary supplies for the successful operation of the passport desk are present and inform appropriate staff if items are needed. Assists patrons at the public desk to check in and check out materials. Shelve books and materials alphabetically and numerically for different sections including fiction, non- books, oversize books, large print books, international language books, and paperbacks. Collate/Staple materials by hand or machine, folds, insert, and seal envelopes. Operate a variety of office equipment such as photocopiers, personal computers and related software, telephones, and fax machines. Weed out old magazines, newspapers, and periodicals; Inspect returned materials, including books, publications and audio/visuals materials for damage, perform mending, cleaning, and repair of material as needed. Page 1 of 3 City of Arcadia Library Clerk Part Time (Continued) OTHER JOB REALTED DUTIES Perform related duties and responsibilities as assigned. JOB RELATED AND ESSENTIAL QUALIFICATIONS Knowledge of: Methods and techniques of organizing and prioritizing work assignments. Modern office procedures, methods, and equipment, including computer and applicable software. Methods and techniques for record keeping. Proper English, spelling and grammar. Safe working practices. Techniques used in dealing with the public and providing good customer service. Basic arithmetic and calculation methods. Cashiering and/or cash handling procedures. Skill to: Operate modern office equipment including computer equipment and related software. Operate a motor vehicle safely. Ability to: Assist the public with passport services. Attend ongoing required passport training as needed. Maintain attention to detail and processes. Alphabetize and sort numerically and chronologically. Understand and respond to questions and request for assistance from the public and staff both on the phone and in person. Assist the public with related questions on modern office equipment, including computer and applicable software. City of Arcadia Library Clerk Part Time (Continued) Perform circulation desk activities, such as assisting patrons with checking materials in and out, accepting and processing fees and fines and issuing library cards. Collect and record fees and fines. Operate a variety of automated systems including a copy/scanning machine, digital camera, printer, computer, cash register, and related software. Sort and shelve materials. Plan and organize work to meet schedules and timelines. Communicate clearly, both orally, and in writing. Minimum Qualifications: Experience: One year of customer service experience involving public contact. Experience working in a library is desirable. Training: Equivalent to the completion of the twelfth grade. College level coursework in library sciences, business, public administration, or a related field is desirable. License or Certification: Possession of, or ability to obtain, a United States Passport Agent Certificate. If the applicant does not possess Certification at the time of hire, they will be required to obtain within two weeks of hire. Possession of a valid Califo. Special Requirements: Essential duties require the following physical skills and work environment: Ability to sit, stand, walk, kneel, crouch, stoop, squat, twist, lift, carry, push, and pull up to 30 lbs. Additionally, the position requires near and far vision in reading written information and for driving a vehicle. Acute hearing is required when providing phone and personal service. Effective Date: