Head, Borrowing Privileges & Fines – University of MN Twin Cities

Head, Borrowing Privileges & Fines (4997 Library Asst. 3)

Job ID



Twin Cities

Job Family


Full/Part Time




Job Code


Employee Class

AFSCME Unit 7 – Technical

About the Job


The West Bank AIS Unit, within the Access and Information Services (AIS) Department in the Student Success Service Area, is housed within the Music and Wilson Libraries on the West Bank of the Minneapolis U of M Campus. The unit is made up of a number of functional areas that support staffing for 3 distinct service points and facilitate daily operations and patron access to our resources including Borrowing Privileges, Fines, Collection Maintenance and Document Delivery. The Unit supports collections that house over 2 million print volumes in various formats in the Arts, Humanities, Social Sciences and Professional Program subject areas.

The AIS department provides in-person and online reference and research support for library patrons, retrieves and routes library materials between UMTC campus libraries, circulates materials from service desks and directly to users’ homes and offices, and oversees borrowing privileges and fines for the Twin Cities. In addition, the department functions as the “front door of the Libraries” for eight library locations, reflecting that the spaces supported by the department are a core feature of the Libraries’ mission to provide a successful student experience.  

Essential Functions

Borrowing Privileges & Fines (75%; 30 hrs/wk)

  • Liaison to the Libraries Business Office, Friends of the Library, University Bursar, and coordinate campuses for all Borrowing Privileges & Fines.
  • System-wide responsibility for transferring fine payments through the University’s financial system (e.g. HR/SA).
  • Provides consultation to system-wide libraries including the coordinate campuses and bills for materials reported or returned damaged.
  • Verifies payment accuracy & reconciliation in the ILS and the University financial systems (e.g. Student Administration Systems).
  • Oversees compliance for system-wide Merchant Account (credit card swipe machine); submits annual compliance documentation and survey.
  • Responsible for adjusting, voiding, reversing credit card payments system-wide including coordinate campuses.
  • Oversees and coordinates monthly billing functions including sorting, verifying, correcting and recreating bills as necessary for mailing.
  • Responsible for processing system-wide incoming payments (USPS, transfer requests).
  • Explains and advises on practices & procedures for system-wide libraries including the coordinate campuses and the Law Library. Advises the Libraries and/or University of Minnesota system, acts as primary representative.
  • Authority for verifying borrowers’ status and other information (e.g. through Dirtools, DMS, PeopleSoft), as well as correcting input problems in borrowing records throughout the ILS.
  • Writes fee statements for check and credit card payments for system-wide libraries including the coordinate campuses.
  • Develops, documents, recommends, and maintains forms & documentation for specialized practices & procedures.
  • Writes Deposit Detail Reports (JEs) and departmental receipts to deposit checks directly to University Bursar office, and Accounting in the University financial system (e.g. EFS).
  • Creates spreadsheets for lost book payments and other charges for system-wide libraries including the coordinate campuses, for the business office to allocate payments. Assists with resolving related payment records issues.
  • Resolves complex fines negotiations and communicates with difficult patrons.
  • Recommends a course of action for system-wide staff dealing with problematic patrons or fines disputes.
  • Initiates communication with faculty and staff regarding Libraries loan obligations using multiple methods of communication (written e.g. email and phone).
  • Consults on and negotiates replacement copies, assesses appropriate costs or replacements for lost or damaged materials.
  • Posts/reverses fines and notes in University system, (e.g. PeopleSoft).
  • Sends transfer notices to users prior to having bills transferred to Student Accounts or University Accounts Receivable; updates ILS records and University financial systems (e.g. Student Administration Systems), and communicates directly with users using multiple communication methods regarding billed accounts.
  • Creates and renews library borrowers cards.
  • Works with other staff in AIS to resolve patron claim returns; updates ILS records, communicates with patrons to convey results and provides options for reconciliation. Communicates with Twin Cities and Coordinate Campuses for items claimed returned across library collections.
  • Updates ILS and reconciles billed charges for patrons providing replacement copies of lost items. Refers complex replacement issues as appropriate.
  • Accepts payments and forwards for central processing or processes credit card payment transactions.
  • Enters payment information in the ILS for fines, lost books, etc.
  • Updates and corrects patron records in the ILS.
  • Updates ILS and reconciles billed charges for patrons providing replacement copies of lost items. Refers complex replacement issues as appropriate.
  • Exercises independent judgment in assessing borrowers’ status to determine and implement course of action with regard to privileges.
  • Bills and removes lost materials and processes replacement charges for DTU, MINITEX, and InterLibrary Loan Supplier Accounts. Conducts biannual assessment to reconcile accounts.
  • Rebills charges accidentally removed in other processes.
  • Processes refund requests for Library Business Office.


Information & Access Services (20% 8hrs/wk)

  • Staffs the service desks to provide reference, information and access services that require judgment and informed appraisal of the user’s needs, based on thorough working knowledge of relevant library policies, procedures, tools and facilities.
  • Serves as a front-line staff for digital information services, answering questions in the campus-wide chat, email queues and making referrals as appropriate.
  • Answers assigned departmental email accounts and resolves issues.
  • Assists users in use of digital and physical materials.
  • Assists users with library equipment (e.g., photocopier, scanner, Value Port, microform machines) and public workstations.
  • Takes appropriate action during emergencies.
  • Creates and renews Public Workstation Access cards for guest users.

Non-­‐Essential Functions

Participate in unit and departmental meetings/provide departmental support (5% 2hrs/wk)

  • Contributes to committees or working groups at a high level of expertise or working knowledge.
  • Participate in committees or working groups, as related to skills and/or work assignments; collaborate with others to help plan, problem-solve, create work procedures, and improve workflow.
  • Provides backup support as needed for other activities of the department.
  • Supports unit and departmental administrative needs.
  • Works collaboratively and manages workflow.
  • Generates and posts Item System Cleanup Reports.
  • Resolves reports (e.g.  Item Process Status).
  • Records, maintains and submits unit statistics using standardized recording forms.
  • Creates, monitors and updates documentation for Department functions.



  • College education can be substituted for library or research experience on a year for year basis up to three (3) years plus two years of relevant library experience and/or five (5) years of relevant library or research experience. 
  • Demonstrated ability to work in a highly collaborative organizational environment.
  • Strong commitment to providing excellent customer service.


  • Demonstrated ability to manage multiple assignments and meet deadlines.
  • Demonstrated ability to work independently.
  • Strong interpersonal skills.
  • Strong written and verbal communication skills.
  • Demonstrated ability to provide high level of service to user community.
  • Willingness to work in a dynamic collaborative environment.
  • Experience with Microsoft Office Suite and Google applications.
  • Experience with PeopleSoft system.


Working at the University

At the University of Minnesota, you’ll find a flexible work environment and supportive colleagues who are interested in lifelong learning.  We prioritize work-life balance, allowing you to invest in the future of your career and in your life outside of work.

The University also offers a comprehensive benefits package that includes:

  • Competitive wages, paid holidays, and generous time off
  • Continuous learning opportunities through professional training and degree-seeking programs supported by the Regents Scholarship
  • Low-cost medical, dental, and pharmacy plans
  • Healthcare and dependent care flexible spending accounts
  • University HSA contributions
  • Disability and employer-paid life insurance
  • Employee wellbeing program
  • Excellent retirement plans with employer contribution
  • Public Service Loan Forgiveness (PSLF) opportunity
  • Financial counseling services 
  • Employee Assistance Program with eight sessions of counseling at no cost

Please visit the Office of Human Resources website for more information regarding benefits.

How To Apply

Applications must be submitted online.  To be considered for this position, please click the Apply button and follow the instructions.  You will have the opportunity to complete an online application for the position and attach a cover letter and resume.

Additional documents may be attached after application by accessing your “My Job Applications” page and uploading documents in the “My Cover Letters and Attachments” section.

To request an accommodation during the application process, please e-mail employ@umn.edu or call (612) 624-UOHR (8647).


The University recognizes and values the importance of diversity and inclusion in enriching the employment experience of its employees and in supporting the academic mission.  The University is committed to attracting and retaining employees with varying identities and backgrounds.

The University of Minnesota provides equal access to and opportunity in its programs, facilities, and employment without regard to race, color, creed, religion, national origin, gender, age, marital status, disability, public assistance status, veteran status, sexual orientation, gender identity, or gender expression.  To learn more about diversity at the U:  http://diversity.umn.edu.

Employment Requirements

Any offer of employment is contingent upon the successful completion of a background check. Our presumption is that prospective employees are eligible to work here. Criminal convictions do not automatically disqualify finalists from employment.

Please note: All employees at the University of Minnesota are required to comply with the University’s Administrative Policy: COVID-19 Vaccination and Safety Protocol by either providing proof of being fully vaccinated on their first day of employment, or complete a request for an exemption for medical exemption or religious reasons. To learn more please visit:  https://safe-campus.umn.edu/return-campus/get-the-vax

About the U of M

The University of Minnesota, Twin Cities (UMTC)

The University of Minnesota, Twin Cities (UMTC), is among the largest public research universities in the country, offering undergraduate, graduate, and professional students a multitude of opportunities for study and research. Located at the heart of one of the nation’s most vibrant, diverse metropolitan communities, students on the campuses in Minneapolis and St. Paul benefit from extensive partnerships with world-renowned health centers, international corporations, government agencies, and arts, nonprofit, and public service organizations.