Library Assistant 3 – University of Minnesota, Twin Cities

Job ID: 326099
Job Title: Library Assistant 3
Job Code: 4997
Location: Twin Cities
Empl Group: AFSCME Unit 7 – Technical
Full/Part Time: Full-Time
Regular/Temporary: Regular


Required Qualifications:
• Five years relevant library experience. College education can be substituted for experience on a year for year basis up to three years.
• Experience using library resources.
• The physical ability to lift up to 20 pounds and to transport heavy materials on a pushcart. Position requires some reaching and stooping.

Preferred Qualifications:
• 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.
• Experience with PeopleSoft system.

About the Job

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 (fax, 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 maintain 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 removes academic holds, and notes in University system, (e.g. PeopleSoft).
• Sorts, distributes final and overdue notices; updates ILS records and University financial systems (e.g. Student Administration Systems), and communicates directly with using multiple communication methods regarding billed accounts.
• Creates and renews library borrowers cards.
• Resolves patron claim returns; searches stacks, 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 ILL 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, Question Point 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.

The Employer retains the right to change or assign other duties to this position.

How To Apply
The Collections & Access Services Unit, within the Access and Information Services (AIS) Department in the Research & Learning Division, 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 4 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 Access and Information Services (AIS) Department, as part of the University Libraries Research and Learning Division, plays a critical role in supporting the University’s research, teaching and learning through stewardship of and access to content; support of instructional, informational and research services; and engagement/outreach within the University community and to the public. The AIS Department coordinates access services, stacks management, and information services at five service points for Wilson Library and the Music Library. AIS also includes the Borchert Map Library and the Government Publications Unit where research and reference support and collection development/management are integral parts of our strong service focus. The department also provides leadership in the areas of Reserves, User Experience, Undergraduate Services, and Library Security. Wilson and Music Library collections and services provide for the library and information needs of a diverse primary audience consisting of a range of UMN Colleges in the Arts and Humanities, Social Science and Professional Programs disciplines.

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 Activities” page and uploading documents there.

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

Original posting / application information