Library & Archives Paraprofessional 2



Job Details

Library & Archives Paraprofessional 2
Employer

State of Washington

Salary

$2,425.00 - $3,123.00 Monthly

Location

Thurston County – Tumwater, WA

Job Type

Full Time - Permanent

Job Number

18 LIB LAPP2 0494

Department

Office of the Secretary of State

Opening Date

05/17/2018

Closing Date

Continuous

FLSA

Non-Exempt

Bargaining Unit

NA

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Description verified and added as part of bug verification and testing as mentioned in description i



Headed by an elected state official, the Office of the Secretary of State is responsible for administering elections within the state, registering corporations and charities that do business within the state, collecting and preserving the records of governmental bodies within the state, and maintaining the Washington State Library. The office also administers the Address Confidentiality Program, the Legacy Washington and the Combined Fund Drive.  Visit our website at:  www.sos.wa.gov.
 

Library and Archives Paraprofessional 2
Permanent, Full-time

This position reports to the head of circulation and is responsible for processing serials and other items for library collections, maintaining the collections to ensure accessibility for our patrons, and assisting customers at public service points. 

Please note: Interviews for this position will be conducted on an ongoing basis. First review of applicants will be June 1, 2018. It is in the candidate's best interest to apply as soon as possible. The hiring manager reserves the right to fill the position at any time.

**This recruitment could be utilized to fill future openings.

Responsibilities

Serials Processing and Collection Maintenance

  • Receives and physically processes all serial items, including newspapers, microfilm, journals, periodicals, and standing order continuations in accordance with acquisitions procedures
  • Records receipts and creates check-in and item records in the ordering, serials, and cataloging modules of the integrated library system
  • Maintains check-in cards and public and staff displays in MARC format
  • Creates and maintains serial holdings records, including predictive patterns, special notes, and public catalog display
  • Ensures that catalog information accurately represents the physical collection and makes sure that WSL serial holdings are accurate in the OCLC bibliographic utility
  • Performs copy cataloging for serial bibliographic records, including title changes, using AACR2 and/or RDA rules and MARC standards
  • Applies concepts of bibliographic control including description, successive entry, levels of enumeration, and chronology
  • Refers items needing original cataloging to a cataloger
  • Uses OCLC bibliographic utility and the integrated library system to search, identify, export and/or overlay, and maintain serial bibliographic records
  • Monitors order fulfillment, verifies fiscal receipt, and authorizes invoices for payment for all serials and resolves any problems or discrepancies in accordance with acquisition and fiscal procedures and policies
  • Posts the day's work in the integrated library system near the end of each day
  • Initiates claims process through the maintenance of automated claim cycles, in conjunction with the Ordering Specialist. Works directly with vendors to resolve claims. Maintains accurate records of claims in process
  • Shelves new and customer-used journals, print newspapers, and newspapers on microfilm. Shifts collections as needed to prevent overcrowding and damage to library materials. Notes and reports condition issues to the appropriate collection head.
  • Shelf-reads collections to make sure items are in the correct sequence and arranged properly on the shelves
  • Discards print newspapers that have been replaced by microfilm.
  • Prepares newspapers for annual microfilming process.
  • Assists with creation of preservation enclosures, application of preservation treatments, and other preservation-related tasks.
Processing, withdrawal, and relocation of library materials
  • Copy catalogs and/or physically processes items for the Department of Corrections (DOC) library branches
  • Uses the OCLC bibliographic utility and the integrated library system to search, identify, export and/or overlay bibliographic records.
  • Refers items that need original cataloging to  a cataloger
  • Facilitates and tracks the flow of DOC branch materials through the technical services group
  • Unpacks DOC branch gift shipments and packs materials for shipment to the branches
  • Resolves problems with processed materials in consultation with DOC branch library staff
  • Processes relocations of materials between, and withdrawals from, WSL collections, including updating of integrated library system and OCLC records and relabeling of items
  • Backs up the receiving, invoice authorization, and materials processing work of the Receiving Specialist.

Customer Service, Research Service, and Circulation
  • Acts as building receptionist and manages the main building phone line. Assists building visitors and callers or refers them to the appropriate location/librarian
  • Responds to basic, routine customer inquiries regarding library services, program areas, processes, procedures, and materials, as well as basic, routine information requests. Refers customers to reference service areas or staff for further information when appropriate
  • Logs customers in to the quick use computers and answers questions about computer use-related policies
  • Assists library customers in person and by telephone, using the circulation system
  • Explains library card registration procedures and assists customers in completion of paper registration forms; reviews and verifies library card applications and issues library cards; enters and updates patron information; and maintains patron database
  • Responds to inquiries regarding library circulation policies and procedures
  • Assists customers with check-in, checkout, renewal, and/or holding of library materials; overdue, claims returned, and lost library materials; and payment of fines for lost or damaged library materials
  • May staff reference service points, including the circulation/reference desk and the virtual chat reference service; determines best way to answer reference questions by conducting thorough reference interviews and consulting with higher level staff as needed; responds to requests received from all customer gateways, including email
  • Conducts research to respond to information requests; utilizes reference resource materials, catalogs, indexes, databases, and legal materials to identify and analyze sources to answer questions
  • Assists customers with use of all the collections, including federal and state publications, general and specialized reference, newspapers and periodicals, databases, and the website
  • Retrieves collection materials upon request during regularly scheduled pager shifts and provides backup coverage 

Qualifications

REQUIRED QUALIFICATIONS:

  • Ability to read and effectively communicate, verbally and in writing, using the English language
  • Ability to efficiently use a personal computer and applicable software to successfully perform the essential job functions of the position
  • Attention to detail
  • One year of experience in the functional operations of  a library
PREFERRED/DESIRED QUALIFICATIONS:
  • One year of recent experience (within the last five years) working with serials management, serial record copy cataloging, and serial holdings management
  • Experience using the Innovative Interfaces Millennium software
  • Experience in library circulation
  • Experience working with library collections, including shelving, shifting, shelf-reading and other stacks maintenance activities
  • Experience providing library reference service, particularly via email and/or online chat
  • Experience using OCLC Connexion software

Supplemental Information

How to Apply

  • To be considered for this this position you must attach a resume and a letter of interest describing how your experience and qualifications relate to the position description and the required and preferred/desired qualifications.
  • You must complete the supplemental questions at the end of this application.  Incomplete responses such as "see resume" will not be considered.  In addition, if the employer you identify in the additional information section is not included on your resume or work experience profile, you will not receive credit.
  • All veterans must include a copy of your DD214 to receive preference in the hiring process.  You must redact your social security number before attaching it to your application.

The Office of the Secretary of State is an equal opportunity employer (EOE). We do not
discriminate on the basis of religion, age, sex, marital status, color, creed, national origin, political affiliation, military status, sexual orientation, or any real or perceived sensory, mental or physical ability. All interested candidates are encouraged to apply. Persons of disability needing assistance in the application process, or those needing the announcement in alternative format, should call (360) 704-7145.
 

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More than Just a Paycheck!
 
Employee benefits are not just about the kind of services you get, they are also about how much you may have to pay out of pocket. Washington State offers one of the most competitive benefits packages in the nation.

We understand that your life revolves around more than just your career and that your priority is making sure that you and your family will maintain health and financial security. That's why choice is a key component of our benefits package. We have a selection of health and retirement plans, paid leave, staff training and other compensation benefits that you can mix and match to meet your current and future needs.

 
Read about our benefits:
 
The following information describes typical benefits available for full-time employees who are expected to work more than six months. Actual benefits may vary by appointment type or be prorated for other than full-time work. Check with the agency human resource office for specific benefit information.

Insurance Benefits
 
Employees and families are covered by medical (including vision), dental and basic life insurance.  There are multiple medical plans with affordable monthly premiums that offer coverage throughout the state.  Staff are eligible to enroll each year in a medical flexible spending account which enables them to use tax-deferred dollars toward their health care expenses.  Employees are also covered by basic life and long term disability insurance, with the option to purchase additional coverage amounts.  To view premium rates, coverage choice in your area and how to enroll, please visit the Public Employees Benefits Board (PEBB) website.
 
Retirement and Deferred Compensation
 
State Employees are members of the Washington Public Employees' Retirement System (PERS).  New employees have the option of two employer contributed retirement programs.  For additional information, check out the Department of Retirement Systems' web site.
 
Employees also have the ability to participate in the Deferred Compensation Program (DCP).  This is a supplemental retirement savings program (similar to an IRA) that allows you control over the amount of pre-tax salary dollars you defer as well as the flexibility to choose between multiple investment options.
 
Vacation (Annual Leave)
 
You begin accruing vacation starting your first month of employment. Since we value your loyalty, the amount of vacation you can accrue increases the longer you work with us. Washington State supports members of the armed forces with 21 days paid military leave per year. Vacation accrues for full-time employees per WAC 357-31-165.
 
Holidays
 
Full-time employees are entitled to eleven* paid holidays:
 
HOLIDAY
DATE
 
New Year's Day
January 1
 
Martin Luther King, Jr's birthday
Third Monday in January
 
Presidents' Day
Third Monday in February
 
Memorial Day
Last Monday in May
 
Independence Day
July 4
 
Labor Day
First Monday in September
 
Veterans' Day
November 11
 
Thanksgiving Day
Fourth Thursday in November & Friday after
 
Christmas Day
December 25
 
Personal Holiday
Employee's selection each calendar year

*Employees who are members of certain Unions are entitled to an additional personal leave day of their choice. Please refer to specific Collective Bargaining Agreements for more information.
 
Social Security
 
All state employees are covered by the federal Social Security and Medicare systems. The state and the employee pay an equal amount into the system.
 
Sick Leave
 
Full-time employees earn eight hours of sick leave per month. Paid sick leave may be used for reasons included in WAC 357-31-130.
 
Please visit the State HR Website for more detailed information.

01
Where did you hear about this job opening?
02
Do you have a family member or relative currently employed at the Office of the Secretary of State?
  • Yes
  • No
03
If you answered yes in the previous question, what is the name of your family member/relative?
04
How many year of experience do you have in the functional operations of a library, paid or volunteer?
  • I do not have this type of experience, but I am willing to learn
  • I have less than 12 months of this experience
  • I have one to two years of this experience
  • I have two+ years of this experience
05
Please briefly describe your experience including the employer and tasks performed where you gained the experience claimed in question #4.
If you do not have this type of experience, please enter "N/A" in the box below.
06
Please select from the items listed below areas where you have experience.
  • Serials Management
  • Serial record copy cataloging
  • Reference Services
  • Circulation
07
Please briefly describe your experience including the employer and tasks performed where you gained the experience claimed in question #6.
If you do not have this type of experience, please enter "N/A" in the box below.
08
How many years of experience do you have providing customer services to the public, clients, or customers?
  • I do not have this type of experience, but I am willing to learn
  • I have less than 12 months of this experience
  • I have one to two years of this experience
  • I have two+ plus years of experience
09
Please briefly describe your experience including the employer and tasks performed where you gained the experience claimed in question #8.
If you do not have this type of experience, please enter "N/A" in the box below.
10
Please select from below all the items where you have experience.
  • Innovative Interfaces Millennium
  • OCLC Connexion software
  • I do not have experience with either of these

* Required Question

Employer
State of Washington

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