Library Assistants, Clerical

Administrative & Executive Support

Level 3344 of 1200 points

Job description

Library Assistants, Clerical

Job purpose

To issue, receive, sort and shelve library materials, to register borrowers and maintain circulation and catalogue records, and to help patrons locate items and use reference sources and equipment, so that the collection stays complete, correctly ordered and readily available.

Skills

Working knowledge of library circulation and classification procedures — shelving and filing by identification number and title, reserve and inter-library loan arrangements, borrower and catalogue records, and fine rules — with confident use of automated library systems, card catalogues and office software. A secondary-level education is the norm, with a minority having taken some college courses or holding a two-year degree or post-secondary certificate, and a few days to a year of on-the-job training.
Serves patrons at the circulation desk and by telephone, e-mail and letter, answering routine enquiries, explaining loan conditions and fines, and instructing individuals in the use of reference sources, catalogues and equipment such as photocopiers and scanners; refers those needing professional help to librarians. May lead story time and similar events, and deals with disruptive patrons.
Resolves everyday circulation problems: traces overdue items and delinquent borrowers from records, judges the condition and due-date status of returned material, computes fines, and selects substitute titles by age, education and interest where a requested item is unavailable. Problems are procedural and precedents are available.
Organises the daily cycle of sorting, shelving, reserves, notices and processing of new material alongside desk cover, opens and closes the library at set hours, and works to deadlines for overdue notices and statistics returns. Sets much of the order of these tasks within established routines.
Handles books, periodicals, audio-visual media and microfilm, sorting and reshelving stock, repairing books with mending tape, paste and brushes, and moving items between departments by hand or on push carts.

Responsibilities

Schedules, supervises and trains clerical workers, volunteers and student assistants in day-to-day duties, and may run a small branch library under an off-site librarian's direction. Assists librarians with upkeep of the collection.
Accepts fine payments for overdue and lost items, and may handle cash, invoicing and financial records and check prices when ordering materials and supplies. Holds no budget authority; charges are set by the library.
Responsible for the collection on the shelves and in reserve and storage, and for library equipment including computers, photocopiers, scanners and audio-visual apparatus, which is secured at opening and closing.
Maintains borrower registrations and identification cards, records of items received, stored, issued and returned, and catalogue and classification information, and prepares library statistics reports. Accuracy governs whether material can be traced; the structure of the records follows the cataloguing system in use.

Effort required

Sustained care over exactness in cataloguing, shelving and record entry across a repetitive workload, with frequent small decisions at the desk about enquiries, loans and fines. The demand is consistent accuracy rather than analysis.
Frequent contact with the public in close proximity, including patrons who are discourteous or angry and occasional conflict the postholder is expected to handle. Calls for composure through a repetitive service routine carried out under some time pressure.
Repetitive hand and arm motions in handling, sorting and reshelving material and operating equipment, with periods seated at a workstation.

Working conditions

An indoor, environmentally controlled library open to the public, worked in close proximity to patrons and colleagues, with distracting noise at times. No hazardous conditions or equipment are recorded; the principal exposure is to unco-operative or angry members of the public and to occasional conflict.
An established routine on a set schedule, with the working week at or below full-time hours for most incumbents and opening times fixing when desk cover is needed. The postholder determines much of the sequence of daily tasks and decides frequently within library procedure, those decisions bearing on colleagues and on service results, and refers professional matters to librarians.

Skills

40% · 154 points▾

KnowledgeLevel 3 of 8
54 of 144 points
Knowledge of facts, principles and general ideas in a job area. The job requires a range of thinking and practical knowledge to do tasks and solve problems by choosing and using basic methods, tools, materials and information.
Interpersonal and communication skillsLevel 2 of 5
38 of 96 points
Standard communication and interaction with others. The job holder is required to communicate with colleagues or customers in structured settings. Tact, empathy and basic relationship building are required.
Problem-solving skillsLevel 1 of 5
19 of 96 points
Routine problems. The job requires solving minor, routine problems that occur regularly. Solutions are already known and are easy to follow.
Planning and organisational skillsLevel 2 of 5
29 of 72 points
Basic organisational skills required. The job involves planning and organising one's own work within set deadlines. Some input into scheduling and prioritisation of tasks.
Physical skillsLevel 1 of 5
14 of 72 points
Minimal physical skills required. The job requires basic physical skills, such as handling light objects or using simple tools.

Responsibility

35% · 103 points▾

PeopleLevel 1 of 5
29 of 144 points
Very limited. Not required to supervise or perform a caregiving role. The job may involve providing basic guidance to or orientation for others, such as helping new colleagues settle in.
Goods and equipmentLevel 1 of 5
17 of 84 points
Limited responsibility for goods or equipment. The job involves the care and proper use of low-value tools or materials, with minimal responsibility for their maintenance or security.
InformationLevel 2 of 5
38 of 96 points
Limited responsibility for information. The job requires the individual to gather, process or share information in a controlled way, following guidelines or predefined procedures.
Financial resourcesLevel 1 of 5
19 of 96 points
Very limited responsibility for financial resources. The job involves handling small amounts of cash or processing simple transactions, such as recording expenses or maintaining basic financial records.

Effort

15% · 63 points▾

Mental effortLevel 2 of 5
24 of 60 points
Moderate mental effort. The job involves tasks that require focus, such as analysing straightforward information or performing repetitive tasks that require attention to detail.
Psychosocial and emotional effortLevel 2 of 5
29 of 72 points
Occasional psychosocial and emotional effort. The job requires occasional involvement in emotionally demanding situations, such as handling minor conflicts or dealing with upset individuals.
Physical effortLevel 1 of 5
10 of 48 points
Minimal physical effort. The job involves light physical tasks, such as occasional lifting or moving light objects.

Working Conditions

10% · 24 points▾

Environment (physical, psychological or emotional)Level 1 of 5
17 of 84 points
Minimal exposure to hazards or stress. The job involves little or no exposure to physical hazards (e.g. chemicals, moving equipment, noise) and minimal emotional or psychological risks (e.g. occasional routine tasks with no emotional burden). There is minor exposure to dust, dirt, fumes, noise, waste, poor lighting, etc.
Organisational environmentLevel 1 of 5
7 of 36 points
Minimal organisational demands. The job requires standard working hours with no night shifts or irregular schedules. There is little or no need for travel or digital connectivity beyond typical working hours.