Head of Library Access Services



Posting Details


Posting Number: 06001778 Position Title: Head of Library Access Services Posting Date: 09/24/2020 Closing Date: 10/18/2020 Open Until Filled (notes): Length of Position: 12 months per year Anticipated Start Date:

December 1, 2020

Position Type/Employee Class: Administrative FTE: 1.0 FTE Salary Level: Administrative Salary Level 24 Starting Pay Range $55,455 to $62,000 plus exceptional benefit package Hours per Week: 40 hr/wk Work Schedule: Typically 7:45 am to 4:45 pm Days of the Week: Typically Monday - Friday Job Summary/Purpose: : Under the direction of the Library Director, responsible for the overall oversight of the Circulation and Interlibrary Loan ( ILL ) operations of the Barber Library, including staffing supervision (part-time classified employees and work study students) and proper preparation of the library public areas for daily business. Collaborate and serve as the primary daily contact for resource sharing within the Orbis Cascade Alliance consortium and other library ILL networks.

Terms of Employment:
• This is a 12-month exempt position at pay level 24 in the Administrative salary schedule.
• Requires flexible work schedule, which may include evenings and/or weekends as well as travel throughout the district.
• Requires the provision of official transcripts upon hire.
• Upon hire, must pass criminal and/or driving history; only information relevant to the position will be considered.

Essential Functions:

Library Access Services:
1. Perform a wide range of duties associated with the management of Circulation and Interlibrary Loan ( ILL ) services: oversee, plan, coordinate departmental work objectives, staffing, and work flow.

2. Recruit, train, and supervise staff support (regular, part-time, and Work Study) for both Circulation and ILL areas; maintain training manuals and operational procedures for the library’s circulation and ILL /resource sharing. Review and approve timesheets of supervised staff.

3. Maintain accuracy in patron accounts, including ILL accounts. Ensure confidentiality of all patron records and transactions.

4. Oversee billing for lost or damaged materials via COCC’s Student Information System, Elucian Banner, and via ILL processes, including the Orbis Cascades Alliance Annual Account Reconciliation process.

5. Serve as front line person for interpreting, communicating, and enforcing library policies. Resolve or troubleshoot service interactions using discretion and diplomacy, adjusting errors, and handling complaints.

6. Compile, analyze, and submit Circulation and ILL assessment reports and statistical data.

7. Work with library leadership on operational and strategic planning, policy-making, and quality of customer service.

8. Responsible for maintaining and updating reference and research skills to staff the library’s Reference desk and chat service, as needed.

Circulation oversight also includes:
• Responsible for collection maintenance including circulating collection, reference collection, and media collection. Oversee and direct timely re-shelving of materials, shelf-reading, and tracking of missing, lost, or damaged materials.

• Oversee Reserves collections and services. Serve as primary contact with faculty for the upkeep of the collection and compliance with Copyright.

• Oversee the circulation and maintenance of the Lending Technology collection and patron use of group study rooms.

Interlibrary Loan oversight also includes:
• Provide and manage daily support for the Orbis Cascade Alliance resource sharing services; partner and contribute to the shared work within the Alliance consortium. Serve as liaison for other local and regional resource sharing library consortia and user groups.

• Oversee daily Library courier services for incoming, outgoing, or other mail related to ILL, including processing, packaging, mailing, and report generating.

• Maintain ILL copyright records of periodical usage. Communicate with collection development librarian or publishers as needed and in compliance with copyright law and guidelines.

Building Maintenance and Support:
1. Ensure the library’s day-to-day building readiness for business and closures; keep library patron use areas welcoming, clean, and neat; provide support in space planning; coordinate with other COCC departments within and outside the Library for secure access to sharing library facilities.

2. Submit service tickets for building, computer workstation, or other equipment needs. Oversee department inventory and supplies.

3. Work closely with Campus Public Safety and the Library Director to coordinate safety and security for the library and respond to building and safety emergencies accordingly.

4. Work with the Library Director and COCC’s Art Department for the scheduling and set up of art exhibits (usually 4 or so per year) in Barber Library’s Library Rotunda Gallery. Maintain art inventory for the art pieces in Barber Library.

Knowledge, Skills and Abilities:

1. Proficiency in using specialized software relevant to Circulation and ILL . Operate within a complex technology environment, including current campus software (e.g., Banner, Bobcat Web) and their applications to library services.
2. Excellent supervisory, management, and training skills in working with part-time library assistant employees.
3. Knowledge of and experience with evaluating scheduling needs, daily operations, and work schedules.
4. Ability to prepare a variety of reports related to operational activities, including statistical analysis.
5. Knowledge of the Family Educational Rights and Privacy Act of 1974, its standards and application.
6. Knowledge of Copyright Law.
7. Strong speaking and writing skills as well as interpersonal skills.
8. Skill in building and maintaining an effective work team.
9. Maintain a positive, helpful, constructive attitude and work relationship with library colleagues, college staff, students, and broader community.
10. Skills in time management and organizational skills with attention to detail.
11. Able to follow protocols and escalation procedures while remaining calm in high-pressure situations.
12. Ability to work in a complex work environment and lead effective communications with internal and external stakeholders.
13. Ability to interpret policies and all types of access or privilege status issues.
14. Ability to work independently with use of good judgement.
15. Ability to analyze and resolve problems with minimal supervision.
16. Ability to be flexible and deal with multiple interruptions and noise in the work area.
17. Ability to work cooperatively within a diverse workplace and campus environment.

Physical Demands and Other Ergonomic Requirements:

Working hours are generally Monday through Friday between 7:45 am to 4:45 pm. This position also requires being on call outside normal working hours to troubleshoot circulating problems during all library operating hours. Additional schedule changes may be required, including evenings and weekends, based on work needs. Work is performed in an office setting, using a computer screen more than 70 percent of the time. Incumbent must be able to function effectively indoors in an office environment engaged in work of primarily a sedentary nature. Requires the ability to sit or stand at workstation for extended periods. While performing the duties of this job, the employee is regularly required to sit, use hands and fingers; reach with hands and arms. Requires near visual acuity to write, read written materials and computer screens, and sufficient hearing and speech ability for ordinary telephonic conversations. Fifty (50) percent of the time involves extended standing with some lifting under 10 pounds. Additional 10 percent of the time is spent lifting, objects under 50 pounds. Must be able to kneel, stoop, crawl and crouch. All individuals are required to be able to perform the essential functions with or without reasonable accommodation.

Equal Employment Opportunity (EEO) Statement

It is the policy of the Central Oregon Community College Board of Directors that there will be no discrimination or harassment on the basis of age, disability, sex, marital status, national origin, ethnicity, color, race, religion, sexual orientation, gender identity, genetic information, citizenship status, veteran status or any other protected classes under Federal and State statutes in any educational programs, activities or employment. Persons having questions about equal opportunity and nondiscrimination should contact the Equal Employment Officer, c/o COCC’s Human Resources office, 541.383.7216.

In support of COCC’s EEO statement, employees with bilingual fluency in English and Spanish is a plus, along with experience working in a diverse multicultural setting.

Minimum Qualifications:

1. Bachelor’s degree, or combination of education and related library experience.
2. Minimum of two years of progressively responsible experience, including effective leadership/supervisory skills and experience.
3. One year of library work experience in the use of an Integrated Library System ( ILS ) and/or resource sharing ( ILL ) software applications.
4. One year customer service experience assisting and problem solving customer issues.

The College recognizes the value of skills and knowledge gained outside of formal higher education and paid employment. Applicants who do not meet minimum qualifications but present other qualifications or experience equivalent to those required will be considered and are encouraged to apply. To qualify under equivalency, applicants must indicate how they qualify under equivalency by responding to the supplemental question presented during the application process.

Special Qualifications:

1. Master’s in Information & Library Science or related educational field.
2. One or more years of work experience in an academic library.
3. One or more years of work experience with oversight of Circulation and/or Interlibrary Loan operations.
4. Experience working with library consortia.
5. Work experience in a community college.

Special Instructions to Applicants:

Finalists selected to interview may be required to provide a candidate presentation to the College campus community or complete a skills demonstration.

Note that you will be required to upload/create the required documents indicated in this posting at the time you apply. Unofficial transcripts are acceptable at application. It is the responsibility of the applicant to upload all required documents, including transcript(s). If you have questions please contact Human Resources at 541-383-7216.

Is a Criminal History Check required? Yes Is a Credit History Check Required? No Open Until Filled No Supplemental Questions

Required fields are indicated with an asterisk (*).

  1. * Choose your highest level of education:
    • No High School Diploma or GED
    • High School Diploma or GED
    • Associates Degree
    • Bachelors Degree in Progress
    • Bachelors Degree
    • Masters Degree in Progress
    • Masters Degree
    • Ph.D. in Progress
    • Ph.D.
    • J.D.
    • M.D.
    • Other Doctorate Level Degree
  2. * Explain your previous library circulation, Interlibrary loan, or other customer service experience. Describe in particular your use of an Integrated Library System (ILS) or similar applications that control inventory or customer records.

    (Open Ended Question)

  3. * This position requires excellent supervisory, management, and training skills in working with other part-time library employees. Describe your strengths or areas of growth in this area.

    (Open Ended Question)

  4. * Looking at the Knowledge, Skills and Abilities section in this job description, what are two to three areas mentioned that you think you would excel from the very beginning.

    (Open Ended Question)

  5. * The College is NOT able to support Visa applications for this position. Applicants must already be eligible to work in the United States to be considered for this position. Are you, or will you be eligible to work in the US by the start date of the position?
    • Yes
    • No
  6. * Background checks are required for all employees of COCC. Should an offer of employment be made to you and accepted by you, you will receive an email from COCC / HireRight Screening requesting your consent and basic information to complete the check. The offer of employment will be conditional upon satisfactory completion of the criminal background check. Confirmed findings on a criminal background check will not automatically disqualify you from being hired into a position. Results are evaluated on a case-by-case basis, considering the job responsibilities and other risk factors. Additional information regarding COCC’s criminal history check policy can be found online in the General Procedures Manual, Section HR-2-1. Please indicate here if you will provide consent to the criminal history check when requested by the College:
    • Yes, I will provide my consent when requested
    • No, I will not provide my consent when requested
  7. * Are you a U.S. military veteran? (COCC provides qualifying veterans and disabled veterans with preference in employment. To receive veterans preference in this recruitment process, you must upload your DD214 or DD215 form as supporting documentation. You will have the opportunity to upload the document in the next step of this application process.)
    • Yes, I am a veteran
    • No, I am not a veteran
  8. If you have identified yourself as a qualified veteran or disabled veteran by submitting your DD214 or DD215 form as proof of veteran status, please describe any transferable skills earned during your military service that you feel relate to the requirements/preferences of this position.

    (Open Ended Question)

  9. The College recognizes the value of skills and knowledge gained outside of formal higher education and paid employment. Applicants who do not meet minimum qualifications, but present other qualifications or experience equivalent to those required will be considered and are encouraged to apply. There may be other requirements where an equivalency is acceptable. Please be aware that applicants who do not meet the minimum requirements and do not provide an equivalency statement will not be selected for an interview. Your statement should make clear the requirement you are addressing. Example: The position requires a Master’s degree. You have a Bachelor’s degree and work experience when combined you feel is equivalent to the degree requirement. Please make clear why you feel it is equivalent.

    (Open Ended Question)

Applicant Documents
Required Documents
  1. Resume/Vitae
  2. Cover Letter
  3. Letter of Recommendation 1
  4. Letter of Recommendation 2
  5. College Transcript 1 (unofficial)
Optional Documents
  1. Letter of Recommendation 3
  2. College Transcript 2 (unofficial)
  3. College Transcript 3 (unofficial)
  4. College Transcript 4 (unofficial)
  5. US Military DD 214
  6. Other Document 1
  7. Other Document 2
  8. Other Document 3
  9. License or Certification
  10. Certification Document