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HomeMy WebLinkAboutItem 13q - New Classification Specification for Library AssistantDATE: June 15, 2021 TO: Honorable Mayor and City Council FROM:Darlene Bradley, Director of Library and Museum Services SUBJECT:NEW CLASSIFICATION SPECIFICATION FOR LIBRARY ASSISTANT AS A PART OF THE FLEXIBLE STAFFING POSITIONS Recommendation: Approve SUMMARY The Library & Museum Services Department would like to add an entry-level position that would be part of a flexible staffing series (Library Technician) to better fit the Department’s needs. The Library Assistant position will give current part-time employees (and outside candidates)—who may not quite be at the Technician level yet—an opportunity to gain higher level experience and the possibility of moving to a Technician level within a few years, depending upon their success in this position. As the Library Assistant position would be the entry-level classification in this series, changes would also be made to the Library Technician I/II and Senior Library Technician class specifications to distinguish characteristics and minimum qualifications, and to clarify that these positions may be assigned to any division of the Library at any time. While the creation of a flexible series might have minor cost impacts as employees move through the new series, savings will be seen in recruitment and new-hire training costs as more quality employees will be able to move up within the organization rather than leaving the Department. It is recommended that the City Council approve the new classification specification for Library Assistant and the creation of a flexible staffing series to include the existing classification specifications of Library Technician I/II and Senior Library Technician in the Library & Museum Services Department. DISCUSSION The Library & Museum Services Department is proposing to add a new classification specification to the Library Technician series by creating a new entry-level Library New Classification Specification for Library Assistant June 15, 2021 Page 2 of 5 Assistant position. This would become part of a flexible staffing Library Technician series to better fit the Department’s needs. The primary function of this new classification will be to provide an entry-level position for applicants that show strong promise to succeed in this series but lack overall customer service experience. Currently, the requirements to move from an Aide to a Technician leaves many in-house Aide candidates not successful in the recruitment process, especially when competing with candidates from the outside, even with in-house, cross-training opportunities. A candidate that has less customer service experience could be competitive at this new level and be able to gain valuable customer service experience in this position. This would then allow a successful employee to work up through the series with training, experience, more complex job duties over time, and positive performance reviews. In addition, the existing Senior Library Technician position would be added to the top range of this series to provide a clear growth pattern for this grouping. In May 2021, the Library Assistant position was presented to the Human Resources Commission as part of a new flex-series for the Technician series. As part of the discussion, this position is a step below a Technician position for those candidates not having much experience, especially with customer service. It was approved by the Human Resource Commission. Library Assistant A Library Assistant would typically perform general and varied clerical duties, and may perform some technical tasks in a front-line location, and assist the public with informational needs for various resources and materials. This position would also regularly assist librarians and other staff with routine library operations service duties as assigned. The Library Assistant position’s duties are supervised while in progress to ensure that assignments are completed within established policies and procedures, and does not require independent judgement in decision-making. Exceptions or changes in procedures are explained in detail as they arise. Since this class is often used as a training class, employees may have only limited or no directly-related work experience. Some typical duties, under guidance and training, would include answering directional questions on public desks, assisting the public with basic technology and computer-related questions, processing fines and fees and/or library card applications, processing materials, and/or assisting with programming. The minimum qualification is one year of some customer service experience. Working in a library would be desirable, though not required. In addition, the equivalent to the completion of the twelfth grade and the ability to sit, stand, walk, kneel, crouch, stoop, squat, crawl, twist, and lift, carry, push, and pull 20-30 lbs. is also required. Proposed Salary Range 42 ($18.74/hr) Library Technician I Duties for a Library Technician I/II are distinguished from a Library Assistant position as an advanced skill level in the Library Technician class series. Library Technicians perform most New Classification Specification for Library Assistant June 15, 2021 Page 3 of 5 of the duties required at the Library Technician II level but are not expected to function at the same skill level, and usually exercise less independent discretion and judgement in matters related to work procedures and methods. Initially under closer supervision, incumbents learn to perform functions within established policies and procedures and, as experience is gained, there is greater independence of action within established policies and procedures. Incumbents may assist in the training of less experienced staff and/or volunteers. Positions in this class are flexibly staffed and may be filled by advancement from the Library Assistant level with at least two years of experience and in accordance with the flexible staffing procedures in the Personnel Rules & Regulations. Minimum qualifications include any combination of education and experience that would provide the required knowledge, skills, and abilities and/ at least two years’ experience performing advanced clerical and technical duties in a library. Salary Range 46 ($20.68/hr) Library Technician II This is a full journey level in the Library Technician class series. Positions at this level are distinguished from the Library Technician I level by the performance of the full range of duties as assigned, working independently, and exercising judgement and initiative. Positions at this level receive only occasional instruction or assistance as new or unusual situations arise and are fully aware of the operating procedures and policies of the work unit. Positions in this class are flexibly staffed and filled by advancement from the Library Technician I level with three years of experience and in accordance with the flexible staffing procedures in the Personnel Rules & Regulations. Minimum qualifications would include any combination of education and experience that would provide the required knowledge, skills, and abilities and three years of library experience at a Library Technician I level or equivalent position. Salary Range 48 ($21.73/hr) Senior Library Technician This is the advanced journey level in the Library Technician class series. Positions at this level are distinguished from the Library Technician II level by performing the more complex and difficult clerical/technical work and may exercise technical and functional supervision over lower level staff and/or volunteers; have direct oversight of significant library work areas and/or work groups, and are held accountable for meeting organizational, strategic, and performance goals related to the areas or groups assigned. Positions in this class may work within all divisions of the library and may be rotated according to the needs of the Department. The Senior Library Technician may be flexibly staffed and filled by advancement from the Library Technician II level with at least four years of experience and in accordance with the flexible staffing procedures in the Personnel Rules & Regulations. Minimum qualifications would include any combination of education and experience that would provide the required knowledge, skills, and abilities and four years of increasingly responsible technical and clerical library experience at a Library Technician II level or equivalent position. New Classification Specification for Library Assistant June 15, 2021 Page 4 of 5 Salary Range 52 ($23.98/hr) ENVIRONMENTAL ANALYSIS The proposed action does not constitute a project under the California Environmental Quality Act (“CEQA”), and it can be seen with certainty that it will have no impact on the environment. Thus, this matter is exempt under CEQA per section 15061(b)(3) of the CEQA Guidelines. FISCAL IMPACT This new classification specification will have a small fiscal impact over time and funding for the Library Technician series is already allotted in the Library’s personnel budget. Based upon the results of a compensation study conducted by the Human Resources Division, it is recommended that the hourly wage rate be set at Range 42 ($18.74/hr). Staff surveyed nine comparative municipalities and determined Range 42 to be a reasonable rate for the distinction of work that the Library Assistant 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 I, ($14.00/hr), Library Passport Clerk ($16.25/hr), and the hourly rate for the higher-level para-professional classification of Library Technician I, moving to Range 46 ($20.68/hr.), and Technician II, moving to Range 48 ($21.73/hr). While the creation of a flexible series might have minor cost impacts as employees move through the new series, savings will be seen in recruitment and new-hire costs as more quality employees will be able to move up within the organization rather than leaving the Department to advance through their careers. RECOMMENDATION It is recommended that the City Council approve the new classification specification for Library Assistant and place as a part of the flexible staffing series to include the existing classification specifications of Library Technician I/II and Senior Library Technician in the Library & Museum Services Department. New Classification Specification for Library Assistant June 15, 2021 Page 5 of 5 Attachments – Classification Specification for Library Assistant, Technician I/II, Senior Library Technician CITY OF ARCADIA LIBRARY ASSISTANT DEFINITION Under immediate supervision provides basic information to patrons and general customer service; performs a variety of clerical tasks in support of various library services and functions. DISTINGUISHING CHARACTERISTICS The Library Assistant is the training, entry level in the Library Technician class series. Positions at this level typically perform general and varied clerical duties and may perform some technical tasks in a front-line location and assist patrons with information needs for various resources and materials. Incumbents also assist librarians and other staff with routine library operations services as assigned. Work is supervised while in progress and is completed within established policies and procedures and does not require independent judgment in decision making. Exceptions or changes in procedures are explained in detail as they arise. Since this class is often used as a training class, employees may have only limited or no directly related work experience. SUPERVISION EXERCISED Exercises no supervision. EXAMPLES OF IMPORTANT AND ESSENTIAL DUTIES Depending on the assignment duties may include, but are not limited to: Answers directional or basic reference questions; determines patron needs and assists patrons in locating books, periodicals and other print and non-print materials; instructs patrons on use of print, online and other library resources; searches for reserve requests, places materials on hold and prepares materials for transit; rotates periodicals as needed; accepts donated materials and prepares receipts; processes library materials. Issues new or replacement cards for patrons; checks in/out library materials; retrieves materials placed on hold and pulls expired/lapsed holds; collects payments for services or fines and resolves basic patron account issues. Collects data and information for library activity reports and statistics regarding circulation and reference services. Provides basic technical support to patrons in the uses and operations of computers and other equipment. City of Arcadia Library Assistant (continued) Page 2 of 4 Assists with library programs including book discussion groups, story hours, class visits and book talks; prepares displays; sets up audio/video equipment and craft supplies; may conduct teen or children’s programs following established procedures. Submits inter-library loan requests; retrieves and sends books to other libraries or places on hold shelf; monitors and follows up on overdue materials. Assists with facility maintenance functions including turning on/off lights and computers, unlocking or locking doors and gates, reporting facility or security issues promptly and keeping library facility clean. May be responsible for ordering library supplies. Perform a variety of library clerical duties including designing and creating flyers, posters, and a wide variety of program support; types, sorts, duplicates, and files cards and other materials; maintains a variety of records. Operate a variety of office machines including computers, typewriters, cash registers and copiers. OTHER JOB RELATED DUTIES Perform related duties and responsibilities as required. JOB RELATED AND ESSENTIAL QUALIFICATIONS Knowledge of: Public desk etiquette and customer service practices. Basic filing procedures. Basic mathematical principles. English usage, spelling, grammar and punctuation. City ordinances, codes, procedures and practices regarding Public Library services. Operation of library equipment, library information systems and support tools, including personal computers, copiers and fax machines. City of Arcadia Library Assistant (continued) Page 3 of 4 Skill to: Operate modern office equipment including computer. Type and enter data at a speed necessary for successful job performance. Operate a variety of audio-visual and specialty equipment including projection system, poster printer, die-cut machine, label-maker, laminator, and specialty cutters. Ability to: Understand, interpret, explain and apply library rules, regulations and policies. Provide basic collection maintenance support by collecting data and completing other record keeping tasks related to library collections. Learn Dewey Decimal system. Perform routine clerical library work with speed and accuracy. Provide general assistance to patrons. Process and shelve library materials. Understand and follow oral and written instructions. Communicate clearly and concisely, both orally and in writing. Establish, maintain, and foster positive and harmonious working relationships with those contacted in the course of work. 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. City of Arcadia Library Assistant (continued) Page 4 of 4 Special Requirements: Essential duties require the following physical abilities and work environment: Ability to sit, stand, walk, kneel, crouch, stoop, squat, crawl, twist, and lift, carry, push, and pull 20-30 lbs. Effective Date:MONTH, 2021 CITY OF ARCADIA LIBRARY TECHNICIAN I LIBRARY TECHNICIAN II DEFINITION Under immediate supervision Library Technician I or general supervision Library Technician II to perform a variety of clerical and technical work in support of the various library services and functions; assists in planning; and to provide general assistance to patrons. DISTINGUISHING CHARACTERISTICS Library Technician I--This is the advanced skill level in the Library Technician class series. Positions at this level are distinguished from the Library Assistant level by performing most of the duties required of the positions at the Library Technician II level, but are not expected to function at the same skill level and usually exercise less independent discretion and judgment in matters related to work procedures and methods. Initially under closer supervision, incumbents learn to perform functions within established policies and procedures. As experience is gained, there is greater independence of action within established policies and procedures.Incumbents may assist in the training of less experienced staff and/or volunteers. Positions in this class are flexibly staffed and may be filled by advancement from the Library Assistant level with at least two years of experience and in accordance with the flexible staffing procedures in the Personnel ules egulations. Library Technician II--This is the full journey level in the Library Technician class series. Positions at this level are distinguished from the Library Technician I level by the performance of the full range of duties as assigned, working independently and exercising judgment and initiative. Positions at this level receive only occasional instruction or assistance as new or unusual situations arise and are fully aware of the operating procedures and policies of the work unit. Positions in this class are flexibly staffed and may be filled by advancement from the Library Technician I level with three years of experience and in accordance with the flexible staffing procedures in the Personnel ules egulations. SUPERVISION EXERCISED Library Technician I Exercises no supervision. City of Arcadia Library Technician I/II (continued) Page 2 of 5 Library Technician II May exercise technical and functional supervision over less experienced staff or volunteers. EXAMPLES OF IMPORTANT AND ESSENTIAL DUTIES Depending on the assignment duties may include, but are not limited to: Staff any public service desk; assist the public in making the most effective use of the library including answering directional and basic informational questions; explain and demonstrate library policies, procedures and facilities to patrons. Provides basic technical support to patrons in the operation of computers and other equipment. Operate the circulation desk; register patrons for library cards; check materials in and out; retrieve and check-in library materials from exterior drop boxes; maintain statistics of library activity. Compile overdue material lists; send notices; establish fines in accordance with Library practices; collect fines and charges for overdue and lost materials, postage, and accompanying paperwork, and requested materials from other libraries. Process new books, maga ines, paperbacks, and other materials; add new materials to the current computer database; print labels for spines. Delete old, outdated, or damaged material from collection. Prepare displays. Assist patrons in locating materials in the library and placing reserves on materials. Prepare books for repair or shipment for bindery. Assist in designing, planning, and presenting a variety of age-appropriate specialty programs including literature presentations, storytimes, crafts, games, contests, and other activities. Design and create flyers, posters, and a wide variety of program support materials. Perform a variety of library clerical duties; type, sort, duplicate, and file cards and other materials; create and maintain a variety of records and reports. Operate a variety of office machines including computers, typewriters, cash registers and copiers. City of Arcadia Library Technician I/II (continued) Page 3 of 5 OTHER JOB RELATED DUTIES Perform related duties and responsibilities as required. JOB RELATED AND ESSENTIAL QUALIFICATIONS Library Technician I Knowledge of: Library rules, procedures and practices. Basic filing procedures. Basic mathematical principles. English usage, spelling, grammar and punctuation. Skill to: Operate modern office equipment including computer. Type and enter data at a speed necessary for successful job performance. Operate a variety of audio-visual and specialty equipment including projection system, poster printer, die-cut machine, label-maker, laminator, and specialty cutters. Ability to: Learn library services, procedures and functions. Learn Dewey Decimal system. Perform routine clerical library work with speed and accuracy. Provide general assistance to patrons. Understand and follow oral and written instructions. Communicate clearly and concisely, both orally and in writing. City of Arcadia Library Technician I/II (continued) Page 4 of 5 Establish, maintain, and foster positive and harmonious working relationships with those contacted in the course of work. Minimum Qualifications: Any combination of education and experience that would provide the required knowledge, skills and abilities is qualifying. A typical way to achieve this is: Experience: At least two years experience performing advanced clerical and technical duties in a library. Training: College level coursework in Library Science or a related field. Special Requirements: Essential duties require the following physical abilities and work environment: Ability to sit, stand, walk, kneel, crouch, stoop, squat, crawl, twist, and lift, carry, push, and pull 20-30 lbs. Library Technician II In addition to the qualifications for Library Technician I: Knowledge of: Library services, procedures and functions. Dewey Decimal system. Ability to: Interpret and explain library policies and procedures. Accurately determine the nature of patron needs and requests. City of Arcadia Library Technician I/II (continued) Page 5 of 5 Minimum Qualifications: Any combination of education and experience that would provide the required knowledge, skills and abilities is qualifying. A typical way to achieve this is: Experience: Three years of library experience at a Library Technician I level or equivalent position. Training: raduation from an accredited two-year college with an Associate of Arts degree including six units of Library Science. Special Requirements: Essential duties require the following physical abilities and work environment: Ability to sit, stand, walk, kneel, crouch, stoop, squat, crawl, twist, and lift, carry, push, and pull 20-30 lbs. Effective Date:anuary, 1 Revised Date: une, 2010; MONTH, 2021 CITY OF ARCADIA SENIOR LIBRARY TECHNICIAN DEFINITION Under direction, to lead, oversee, and participate in the more complex and difficult work of staff responsible for providing clerical and technical duties for the library; to assist the public in the use of library equipment, facilities, materials, and services; to perform acquisitions functions including ordering materials; and to record and input Library materials into the automated Library catalog. DISTINGUISHING CHARACTERISTICS This is the advanced journey level in the Library Technician class series. Positions at this level are distinguished from the Library Technician II level by performing the more complex and difficult clerical/technical work and may exercise technical and functional supervision over lower level staff and/or volunteers; have direct oversight of significant library work areas and/or work groups, and are held accountable for meeting organi ational, strategic and performance goals related to the areas or groups assigned. Positions in this class may work within all divisions of the library and may be rotated according to the needs of the Department. The Senior Library Technician may be flexibly staffed and filled by advancement from the Library Technician II level with at least four years of experience and in accordance with the flexible staffing procedures in the Personnel ules egulations. SUPERVISION EXERCISED Exercises technical and functional supervision over lower level staff and/or volunteers. EXAMPLES OF IMPORTANT AND ESSENTIAL DUTIES Depending on the assignment duties may include, but are not limited to: Lead, plan, and review the work of staff responsible for providing clerical and technical duties in the assigned division. Train assigned employees including in the areas of work methods, techniques, and the use and operation of equipment. Assist the public in making the most effective use of the Library including answering directional questions; explain and demonstrate Library policies, procedures and facilities to patrons. Operate a variety of office machines including computers, typewriters, and copiers. hen assigned to Circulation: Operate the circulation desk; check materials in and out; retrieve and check-in Library materials from exterior drop boxes; maintain statistics of Library activity. City of Arcadia enior Library Technician (continued) Page 2 of 4 Compile overdue material lists; send notices; establish fines in accordance with Library practices; collect fines and charges for overdue and lost materials, postage, video, audio books, CDs,and CD- OMs. eceive and process reserve requests. Answer questions and telephone inquiries from patrons regarding overdue books and renewal of Library materials. hen assigned to Technical Services: Establish and maintain files and records pertaining to acquisitions services. Order Library materials for the Adult and Children s Divisions by placing electronic or direct orders. Put MA C records into the Library catalog and transfer to computer disc for inputting into the Librarys main computer system. Conduct title searches for materials ordered in the Library catalog; verify title, author, and ISBN are correct. eceive materials after orders have been placed; certify contents are correct; check Library catalog and packing lists; give to cataloger for further processing. Write checks; pay invoices by requisition and LPOs. Pay invoices, process check requests and requisitions. OTHER JOB RELATED DUTIES Perform related duties and responsibilities as assigned. JOB RELATED AND ESSENTIAL QUALIFICATIONS Knowledge of: Principles of lead supervision and training. Operations, services, and activities of a Library program. Operating characteristics of the microfilm reader and printer. Modern office practices, methods, and computer equipment. Basic mathematical principles. City of Arcadia enior Library Technician (continued) Page 3 of 4 Dewey Decimal system. English usage, spelling, vocabulary, grammar, and punctuation. Skill to: Operate modern office equipment including computer equipment. Type and enter data at a speed necessary for successful job performance. Operate a variety of audio-visual and specialty equipment including projection system, poster printer, die-cut machine, label-maker, laminator, and specialty cutters. Ability to: Plan, organi e, and review the work of part-time and temporary employees and volunteers in the area of work assigned. Provide lead supervision and training to assigned staff. Use computeri ed Library databases including the computer system. Use the Library catalog. Prepare and maintain accurate and complete records. espond to requests and inquiries from the general public. Meet and deal tactfully and effectively with the public. Understand and follow oral and written instructions. Communicate clearly and concisely, both orally and in writing. Establish, maintain, and foster positive and harmonious working relationships with those contacted in the course of work. Minimum Qualifications: Any combination of education and experience that would provide the required knowledge, skills and abilities is qualifying. A typical way to achieve this is: City of Arcadia enior Library Technician (continued) Page 4 of 4 Experience: our years of increasingly responsible technical and clerical library experience at a Library Technician II level or equivalent position. Training: raduation from an accredited two-year college with an Associate of Arts degree in Library Science or a related field. Special Requirements: Essential duties require the following physical skills and work environment: Ability to sit, stand, walk, kneel, crouch, stoop, squat, crawl, twist, and lift, carry, push, and pull 20-30 lbs. Effective Date: anuary 1 Revised: September 2001; MONTH 2021