General Information
| Payroll Title | LIBRARY AST 4 | Title Code | 006759 | Grade/Step | Working Title | Night & Billing Coordinator | |
|---|---|---|---|---|---|---|---|
| Department Name | University Library Dept | Supervisor | Sahra M Klawitter | Department Head | Steven L Mandeville-Gamble |
Payroll Title of those supervised
| Title Code | Description | FTE |
|---|---|---|
| 6760 | LIBRARY AST 3 | 1 |
Special Requirements and Conditions
| Critical Position |
Level of Supervision Received
| General Supervision |
Items Used
| Computers, printers, touch screen monitors, receipt printers, barcode and document scanners, telephones, 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 Rivera Library Night & Billing Coordinator and is responsible for the direct supervision of 1 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 Rivera Library in the evenings and on Sundays; administers all Circulation/Reserve Desk activities and services, the closing of 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 billing/fines policies and procedures for the Rivera, Music and Multimedia Libraries. Must be able to work Sunday - Thursday 3:15pm - 12:15am 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. |
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 1 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 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 for the Rivera, Music and Multimedia Libraries 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 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. Operate building alarm and PA system and reports and corrects 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 Cashierâs 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. 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 Department 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 mechanisms. Other duties as assigned. |
|
Minimum Requirements
| Minimum Requirement | Display Ranking |
|---|---|
| 1 | |
| Recent and effective supervisory or work leader experience (such as hiring, training, coaching, delegating, evaluating and motivating others). | |
| 2 | |
| Ability to manage and organize varying workloads and establish priorities. | |
| 3 | |
| Experience working with the public in a service oriented environment. | |
| 4 | |
| Familiarity with processing bills for fines or fees. | |
| 5 | |
| 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. | |
| 6 | |
| Ability to communicate effectively, both orally and in writing. | |
| 7 | |
| Experience using an integrated library system, such as Millennium. | |
| 8 | |
| Ability to apply special attention to detailed tasks | |
| 9 | |
| Ability to bend, stoop, lift, and push loaded book trucks weighing up to approximately 250 lbs. | |
| 10 | |
| Ability to successfully pass a background check. | |
Preferred Qualifications
| Preferred Qualification | Display Ranking |
|---|---|
| 1 | |
| Bachelor's degree or equivalent. | |
| 2 | |
| Academic library experience. | |
| 3 | |
| 3+ years experience working at a Circulation Desk. | |
| 4 | |
| Experience closing a library facility. | |
| 5 | |
| Experience working with MS Office, email programs, and the internet. Ability to learn specialized software. | |
| 6 | |
| Experience using a document scanner and Adobe Acrobat software in scanning and manipulating scanned images. | |
| 7 | |
| Demonstrated use of an online Accounts Receivable System. | |
| 8 | |
| Experience handling safety and emergency situations. | |
| Posted Position Purpose |
|---|
| The University of California, Riverside Library welcomes applicants for the position of Night & Billing Coordinator to work in the Rivera Library. We are seeking an experienced, customer-friendly professional to administer and coordinate all aspects of billing within a team environment. Strong supervisory experience desired to successfully direct the work of career and casual staff. Must have significant experience in a front-line, customer service environment and demonstrate flexibility in work schedules. Must be able to work Sunday-Thursday 3:15pm-12:15am during the academic year. Must be able to work daytime shifts during summer and intersession periods. Hired applicant must successfully pass a background check. |
| Posted Minimum Requirements |
| Recent and effective supervisory or work leader experience (such as hiring, training, coaching, delegating, evaluating and motivating others). Ability to manage and organize varying workloads and establish priorities. Experience working with the public in a service oriented environment. Familiarity with processing bills for fines or fees. 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 communicate effectively, both orally and in writing. Experience using an integrated library system, such as Millennium. Ability to apply special attention to detailed tasks Ability to bend, stoop, lift, and push loaded book trucks weighing up to approximately 250 lbs. Ability to successfully pass a background check. |
| Posted Preferred Qualifications |
| Bachelor's degree or equivalent. Academic library experience. 3+ years experience working at a Circulation Desk. Experience closing a library facility. Experience working with MS Office, email programs, and the internet. Ability to learn specialized software. Experience using a document scanner and Adobe Acrobat software in scanning and manipulating scanned images. Demonstrated use of an online Accounts Receivable System. Experience handling safety and emergency situations. |