General Information
| Payroll Title | LIBRARY AST 4 | Title Code | 006759 | Grade/Step | Working Title | Night Supervisor & Billing Coordinator | |
|---|---|---|---|---|---|---|---|
| Department Name | University Library Dept | Supervisor | Sahra M Klawitter | Department Head | Vincent M Novoa |
Payroll Title of those supervised
| Title Code | Description | FTE |
|---|---|---|
| 6760 | LIBRARY AST 3 | 2 |
Special Requirements and Conditions
| Critical Position |
| Other (provide description - max. 300 characters) |
| Other (description) |
|---|
| Must be bondable and able to clear a background investigation as required by state law and University regulations. |
Level of Supervision Received
| General Supervision |
Items Used
| Computers, printers, touch screen monitors, receipt printers, barcode and document scanners, telephones, cash register, calculators, photocopiers, typewriters, de/sensitizer units, paper cutter, paper shredder, book trucks, standard office equipment, building alarm, P.A. system and walkie-talkies. |
Position Purpose
| The incumbent in this position serves as the Orbach Science Library Night Supervisor & Billing Coordinator and is responsible for the direct supervision of 2 FTE staff and the monitoring of up to 2 FTE Student Assistants in the evenings and Sundays; oversees, manages, and is responsible for the functional operation of the Unit and the Orbach Science Library in the evenings and on Sundays; administers all Circulation/Reserve Desk activities and services, the closing the library facility, and coordination of emergency situations with the Security Services Unit. The incumbent provides circulation and reserve services and is responsible for administering and coordinating Orbach Science Library billing/fines policies and procedures. Must be able to work Sunday-Thursday 2:15pm-11:15pm during the academic year. Must be able to work daytime shifts during summer and intersession periods. Must be able to work flexible hours for staffing in backup situations - days, evenings, weekends, and holidays. Hours may vary from quarter to quarter. Please note: The classification level for this position is currently under review. |
Essential Functions
| Essential Function | % Time |
|---|---|
| Administration and Supervisory Duties | 50 |
| Oversees, manages, and is responsible for the functional and efficient operation of all unit activities and the library facility in the evenings. Responsible for the direct supervision of 2 FTE staff, including hiring, training, scheduling, and evaluating those supervised. Monitors up to 2 FTE student assistants in the performance and completion of assigned duties. Consults frequently with the Desk Coordinator and Unit Head on student concerns. Determines work priorities and directs the work of all staff supervised, as well as evening student assistants. Establishes standards for measurement of performance that are quantitative as well as qualitative in conjunction with the Unit Head. Monitors performance and prepares evaluations that accurately and fairly represent staff performance. Counsels and recommends personnel action such as reclassifications, corrective action and dismissals in accordance with UC and Library policies and procedures. May assist in training new staff on service desk functions, policies and procedures. Ensures evening staff provide courteous and helpful service to all patrons and that they are able to respond to and satisfy a wide variety of patron demands. Resolves patron disputes, questions and problems exercising sound, independent judgment in making exceptions to accommodate unusual situations. Refers those outside of the scope of written policy to the Unit Head. Assures that the highest standards of ethical conduct and integrity are practiced in meeting one's responsibilities and in support of attaining unit and library goals. Assists in developing and fostering teamwork spirit among unit staff. Represents the Unit to the public. Recommends changes and/or new procedures to Unit Head that make more efficient use of department and unit resources in carrying out unit responsibilities. Drafts policy statements upon request. Serves as the primary evening and Sunday contact for other library departments, and provides assistance in solving patron, building and/or equipment problems. Interprets and applies policies and procedures consistently. Independently assesses and responds to a variety of serious and complex security and safety issues in accordance with library and departmental procedures. Uses judgment to resolve issues falling outside of established procedures. Functions, in conjunction with the Security Services Unit, as the coordinator and contact for emergency situations in the evenings. Ensures evening staff are able to execute UCR Library and campus-wide safety/emergency policies and procedures. Maintains close communication with the Unit Head, consulting frequently about evening needs and areas of concern. Handles staffing problems by following backup staffing guidelines. Manages and coordinates daily billing activities by prioritizing, organizing and delegating assignments to billing staff. Monitors and provides quality control for all billing functions, including all bills processed in SIS+. Develops, recommends and implements billing policies, procedures and operations. Designs and revises billing forms as needed. Coordinates billing functions and evening staffing or facilities issues with Night/Billing Supervisors at other UCR Libraries. May assist in training, staffing or billing at other services desks. Attends workshops and classes on public services techniques, computer technologies, supervision and other topics for job performance enhancement. Is familiar with UCR supervisory policies and procedures, library practices and procedures, as well as Clerical and Service Union contracts. Supports the UCR Affirmative Action Program. Attempts to maintain a diversified student staff through hiring, selection, training, coaching and promotional opportunities. Establishes and maintains a bias-free work environment. May be responsible for the functional operation of the Unit in the absence of the Unit Head and Desk Coordinator. |
|
| Access Services Public Service Duties | 25 |
| Staffs Public Services Desk as scheduled. May be scheduled to cover a service desk at another UCR Library. Maintains current knowledge of all Service Desk functions and procedures and performs these duties accurately. Anticipates patron approach and provides accurate and courteous service to all patrons according to Access Services Public Service Guidelines. Maintains general knowledge of the UCR Library and campus in order to answer patron questions and assure the proper referral of patrons. Uses multiple online systems to determine the status of or information on patrons or materials as well as performing a variety of circulation functions. Maintains confidentiality of records as required by Library and University policy. Assists in performing general Access Services functions, such as paging available material, processing incoming interlibrary loan material, generating and processing daily notices, and assisting with shelving, shifting and shelf reading. Operates cash register following policies and procedures. Operates building alarm and PA system and reports and correct problems associated with their use. Accurately logs Access Services statistics on appropriate forms. Writes and distributes Security Reports as required. |
|
| Technical and Individual Duties | 20 |
| Processes billing documents (bills, credits, adjustments and internal notices) through SIS+ within one day of receipt in an accurate and expedient manner. Analyzes, interprets and communicates billing policies to library users and staff. Resolves billing problems with patrons, the Student Business Services Office, the Cashier's Office and Library Accounting by applying appropriate guidelines in determining solutions and implementation procedures. Approves or denies level one billing appeals. Provides background information for management for level two billing appeals. Problems, which fall outside guidelines, are referred to the Unit Head. Maintains documentation for audit trail; manages Office of Record for library invoices. Serves as the liaison to Student Business Services Office. Prepares statistics, annual reports and analyses of replacement bills and fines for Department Head and Library Administration. Reconciles monthly SIS+ paid reports and chargeback reports. Maintains statistics for all bills processed and cancelled. Organizes and maintains all billing files. Keeps files for the appropriate length of time. Responsible for the evening audit of the cash register and for all funds received from daily sales. Prepares weekly deposits of departmental monies, including a weekly Cash Collection Report to the Cashier's Office and Library Accounting, arranging for their deposit. Maintains documentation for audit trail. Prepares change requests as needed. Follows written procedures for closing the facility, leaving the Circulation/Reserve Desk ready for the next shift. Coordinates the clearing of the building, final security check, and the setting of the building alarm, in collaboration with the Security Services Unit. Follows written procedures if opening the library, as needed. Performs individual or technical duties of those supervised in their absence. |
|
| General Departmental and Library Responsibilities | 5 |
| Follows Access Services Public Service Guidelines. Completes special duties, projects, or assignments assigned by the Unit Head or the Access Services Department Head. Participates in unit and library meetings and committees as appropriate. Serves as a Building Emergency Staff (BES) for the Library and is a member of the Library Safety Committee. Interprets and is able to carry out library and campus-wide safety/emergency policies and procedures should the need occur; i.e. determines when to evacuate, how to evacuate, and when to call the Police or UCR Physical Plant. Reports safety and security hazards to the Unit Head. May serve as an alternate Building Supervisor for Emergency Conditions (BSEC) if a BSEC is unavailable. Reports safety and security hazards to the Unit Head. Acts as backup staff member in emergency staffing situations during evenings, weekends, and holidays in a Circulation/Reserve Services Unit; hours may vary Quarter to Quarter, during Finals Week, summer sessions, holidays, and interim sessions according to the hours the Library is open. Maintains confidentiality as required by library and university policy. Monitors relevant electronic mailing lists, departmental blog and other formal communication mechanisms. Other duties as assigned. |
|
Minimum Requirements
| Minimum Requirement | Display Ranking |
|---|---|
| 1 | |
| Strong supervisory and development skills to train, motivate, counsel/discipline and evaluate staff. Ability to delegate work. Ability to maintain confidentiality when dealing with sensitive/personnel issues. |
|
| 2 | |
| Strong customer service experience in a related library environment. Skill in using tact, diplomacy and a professional, helpful attitude in communicating with a wide variety of people and to arbitrate conflicts involving policies and procedures to a mutually satisfactory conclusion. Strong interpersonal skills with ability to work successfully in an intensely collaborative environment with a broad range of people from culturally diverse backgrounds including colleagues, administrators, students, faculty, donors, and alumni. Ability to interpret, explain and apply complex policies and procedures accurately and consistently. |
|
| 3 | |
| Experience in processing bills for fines or fees. Knowledge and demonstrated use of an online Accounts Receivable System, such as SIS+. |
|
| 4 | |
| Writing skills sufficient to prepare correspondence, reports, performance appraisals, position descriptions, manuals and other communications in a clear and concise manner. Ability to communicate, both orally and in writing with supervisors, co-workers, and direct reports in a positive and constructive manner. |
|
| 5 | |
| Skill in accurate record keeping, organizing tasks and materials with strict attention to detail. Demonstrated accuracy in performing data entry, proofreading, and compiling data. Keyboarding skills sufficient to enter data into an on-line system quickly and accurately. Ability to perform cash register transactions accurately and consistently. Math skills sufficient to accurately gather, compare and compile statistics. |
|
| 6 | |
| Ability to work with constant interruptions, to remain calm under pressure and handle a variety of responsibilities simultaneously. Organizational skills sufficient to establish priorities and modify fluctuating workloads effectively and efficiently. Skill to meet deadlines, be flexible and satisfy priorities performing multiple functions. Initiative and follow through. |
|
| 7 | |
| Ability to work independently and exercise good judgment in applying appropriate guidelines to specific tasks and in making decisions. Ability to identify situations/problems which should be referred to others. Ability to accept responsibility for decisions made. Ability to work collaboratively in a team environment. |
|
| 8 | |
| Experience using an Integrated Library System, such as Millennium. Knowledge and skill to work with computers and software such as MS Office, email programs, and the internet. |
|
| 9 | |
| Knowledge of general library terminology. Ability to file accurately by Library of Congress call number system and alphabetically. |
|
| 10 | |
| Must be bondable and able to clear a background investigation as required by state law and University regulations. Must be able to bend, stoop, lift, and push loaded book trucks weighing up to approximately 250 lbs. Demonstrates versatility in accommodating a variety of schedules. Experience handling safety and emergency situations. |
|
Preferred Qualifications
| Preferred Qualification | Display Ranking |
|---|---|
| 1 | |
| Experience using a document scanner | |
| 2 | |
| Bachelor's degree or equivalent | |
| Posted Position Purpose |
|---|
| The University of CA, Riverside Libraries welcomes applicants for the position of Night Supervisor & Billing Coordinator for the Orbach Science Library. We are seeking an experienced, customer friendly professional to join our team and assist with administering Circulation/Reserve desk activities and services in the evenings, supervision of 2 FTE staff and monitoring of additional Student Assistants, closing the library facility Sunday - Thursday and coordinating billing/fines policies and procedures for the Orbach Science Library. Hired applicant must successfully pass a background check through the Department of Justice.
Please note: The classification level for this position is currently under review. |
| Posted Minimum Requirements |
| - Strong supervisory and development skills to train, motivate, counsel/discipline and evaluate staff. - Ability to delegate work. - Ability to maintain confidentiality when dealing with sensitive/personnel issues. - Strong customer service experience in a related library environment. - Skill in using tact, diplomacy and a professional, helpful attitude in communicating with a wide variety of people and to arbitrate conflicts involving policies and procedures to a mutually satisfactory conclusion. - Strong interpersonal skills with ability to work successfully in an intensely collaborative environment with a broad range of people from culturally diverse backgrounds including colleagues, administrators, students, faculty, donors, and alumni. - Ability to interpret, explain and apply complex policies and procedures accurately and consistently. - Experience in processing bills for fines or fees. - Knowledge and demonstrated use of an online Accounts Receivable System, such as SIS+. - Writing skills sufficient to prepare correspondence, reports, performance appraisals, position descriptions, manuals and other communications in a clear and concise manner. - Ability to communicate, both orally and in writing with supervisors, co-workers, and direct reports in a positive and constructive manner. - Skill in accurate record keeping, organizing tasks and materials with strict attention to detail. Demonstrated accuracy in performing data entry, proofreading, and compiling data. - Keyboarding skills sufficient to enter data into an on-line system quickly and accurately. - Ability to perform cash register transactions accurately and consistently. - Math skills sufficient to accurately gather, compare and compile statistics. - Ability to work with constant interruptions, to remain calm under pressure and handle a variety of responsibilities simultaneously. - Organizational skills sufficient to establish priorities and modify fluctuating workloads effectively and efficiently. - Skill to meet deadlines, be flexible and satisfy priorities performing multiple functions. - Initiative and follow through. - Ability to work independently and exercise good judgment in applying appropriate guidelines to specific tasks and in making decisions. - Ability to identify situations/problems which should be referred to others. - Ability to accept responsibility for decisions made. - Ability to work collaboratively in a team environment. - Experience using an Integrated Library System, such as Millennium. - Knowledge and skill to work with computers and software such as MS Office, email programs, and the internet. - Knowledge of general library terminology. - Ability to file accurately by Library of Congress call number system and alphabetically. - Must be bondable and able to clear a background investigation as required by state law and University regulations. - Must be able to bend, stoop, lift, and push loaded book trucks weighing up to approximately 250 lbs. - Demonstrates versatility in accommodating a variety of schedules. - Experience handling safety and emergency situations. |
| Posted Preferred Qualifications |
| - Experience using a document scanner. - Bachelor's degree or equivalent. |