Supplemental Standards: Library Assistant Series
These supplemental standards are guidelines for classifying Library Assistant positions at the University of California, Berkeley. They are based on the University-wide class specifications for the Library Assistant series.
The
standards are organized in two major sections :
- Level
Factors, which delineates for each of the five Library Assistant
levels the following job factors: Supervision Received; Assignments
and Duties; Guidelines Used or Provided; Required Skills, Knowledge,
and Background; and Supervisory Responsibility.
- Function Descriptions, which describes, by level, typical tasks performed in the following functional areas: Bibliographic Checking; Cataloging; Circulation; Reference; and Serials Processing. These functions were selected as benchmarks and do not include all functional areas within the library. Note that these are not job descriptions, but rather descriptions of functional tasks. This distinction is important, because a position may combine a variety of functions, and a single-function description would not, in such cases, accurately describe the position's total responsibility.
The third section of the supplemental standards describes the factoring process used to classify a multi-function position, or "total job."
LIBRARY ASSISTANT I
Supervision
Received
Work is performed under immediate supervision and review. Work is
referred when standard procedures do not apply.
Assignments
and Duties
Assignments are clearly defined. Duties are of a comparatively non-complex
nature and may be described as routine tasks.
Guidelines
Used or Provided
Work is performed within specific limits of prescribed procedures
and/or defined instructions.
Required
Skills, Knowledge and Background
Basic knowledge or terminology and procedures enabling the performance
of duties within a functional area.
Supervisory
Responsibility
May oversee basic operations in a limited area of responsibility,
for a specific shift, including the monitoring of routine clerical
duties performed by Student Library employees.
LIBRARY ASSISTANT II
Supervision
Received
Work is performed independently within the specific guidelines of
the functional area and/or library unit. Completed work is reviewed
infrequently. Work is subject to review when guidelines do not apply.
Assignments
and Duties
Assignments are defined by the specific objectives of functional
areas within the unit, with the nature of the problem identified.
Technical duties are at the operational level and are comparatively
complex.
Guidelines
Used or Provided
Guidelines include general policies and precedents as well as written
codes and manuals. Judgment is used in applying guidelines to problems.
Required
Skills, Knowledge and Background
Advanced functional knowledge of terminology and procedures enabling
the performance of a full range of technical duties within a functional
area; basic operational-level knowledge of library practices and
procedures; technical problem solving skills.
Supervisory
Responsibility
May have limited responsibility for training, work assignment, and
review of work for Student Library Employees and/or Library Assistant
I-level staff in a single task or operation. May serve as a work
leader in a small unit.
LIBRARY ASSISTANT III
Supervision
Received
Work is performed independently, under general supervision. Typically,
completed work and decisions made are not reviewed when performed
within the established guidelines of the library unit. Work and
decisions are subject to review when guidelines require extension
and/or interpretation, and when proposed solutions affect the coordination
of work within the unit or with other units.
Assignments
and Duties
Assignments are defined by the general objectives of functional
areas in the library unit, and in terms of subject and/or functional
specialty. Duties are specialized at the advanced operational level
and/or the basic paraprofessional level, and are more complex than
typically found at the operational level. Assignments may include,
as in the branch setting, responsibility for operational duties
in several distinct functional areas.
Guidelines
Used or Provided
Guidelines include policies, procedures, and precedents of the unit
and the library as well as professional and technical codes and
manuals.
Required
Skills, Knowledge and Background
Expert knowledge and substantial background enabling the performance
of a full range of specialized duties in a functional area; general
knowledge of library practices and procedures; advance problem solving
skills.
Supervisory
Responsibility
May have full supervisory responsibility for a small unit or equivalent
organizational structure, including hiring, training, recommending
appropriate disciplinary action when necessary and assigning, reviewing,
and evaluating work. May serve as sectional or functional-area work
leader in a unit composed of several areas of operational responsibility.
At this level, work leaders perform as functional area specialists,
performing the more difficult tasks in the unit as well as training,
assigning, and reviewing work performed by lower level Library Assistants
and clerical personnel.
LIBRARY ASSISTANT IV
Supervision
Received
Work is performed independently within the general framework of
established guidelines, under the direction provided by paraprofessional
coordinators, managing Librarians, or other administrators. Functions
and activities are subject to policy review.
Assignments
and Duties
Assignments and duties are defined by the broad objectives of functional
areas in the library and involve a high degree of difficulty in
subject and/or functional specialization, and the need for frequent
application of paraprofessional knowledge.
Guidelines
Used or Provided
Guidelines include the general policies, procedures, and precedents
of the unit and the library, as well as professional and technical
codes and manuals. Incumbents exercise initiative, originality,
and judgment in applying established library principles and practices
to new and unusual problems.
Required
Skills, Knowledge and Background
Paraprofessional knowledge enabling the performance of a full range
of difficult specialized duties in a functional area or specialized
subject-matter field; advanced decision-making ability.
Supervisory
Responsibility
May supervise the staff and operation of a unit which, by reason
of its complexity, its workload volumes and/or the size and level
of its staffing, requires greater scope of supervisory responsibility
than at the Library Assistant III level. May have management responsibility
for a library unit.
LIBRARY ASSISTANT V
Supervision
Received
Work is performed with full independence and decision-making responsibility
under the general consultative direction of a Librarian or equivalent
manager. Work and decisions are subject to policy and administrative
review when development and implementation affect the overall operations
of the library.
Assignments
and Duties
Assignments and duties are defined by the overall objectives of
a complex library unit and involve the highest level of complexity
in functional/subject-area specialization or coordination, and the
requirement for more frequent application of paraprofessional knowledge
than is exercised at the Library Assistant IV level.
Guidelines
Used or Provided
Work performed at the Library Assistant V level is characterized
by the relative unavailability of established guidelines for performance,
within a general framework of unit and Library policies, incumbents
themselves analyze, evaluate, interpret, and revise established
guidelines, relying as needed on the general direction provided
by Librarians, Library committees, and Library Administration.
Required
Skills, Knowledge and Background
Advanced paraprofessional knowledge enabling the performance of
a full range of coordinating and/or highly specialized functional/subject-area
activities. This knowledge may be acquired through considerable
library experience, possibly in combination with specialized training
and skills or relevant academic preparation.
Supervisory
Responsibility
May supervise the staff and operation of units composed by several
areas of functional responsibility. These units typically involve
operations which are very complex and/or large in volume, and include
a large staff, some of whom are Library Assistant III's. Supervisors
at this level coordinate the work of the unit with the work of other
units.
BIBLIOGRAPHIC CHECKING FUNCTION
Library
Assistant I
Performs routine checks of library materials and order requests
for such materials against library holdings and or files. Also performs
verification of basic trade or bibliographic information using computer-based
bibliographic systems such as RLIN, OCLC, MELVYL, or printed bibliographic
tools.
Library
Assistant II
Performs bibliographic verification of library materials and order
requests which are of a more complex nature requiring a knowledge
of bibliographic files and databases and application of bibliographic
control practices. May train and/or coordinate the work of student
assistants in routine bibliographic searching functions. Incumbents
exercise independent judgment in solving problems and in referring
difficult problems to high lever Library Assistants or Librarians.
Library
Assistant III
May be responsible for bibliographic verification of materials involving
complex entries or less common languages on a regular basis. Incumbents
are requires to apply a thorough knowledge of library file structures,
an understanding of search commands related to the use of computer-based
bibliographic systems, complex bibliographic tools and other reference
works related to bibliographic verification functions. Incumbents
work with minimal direction and are usually responsible for deciding
what bibliographic sources will be utilized as well as the nature
and extent of supporting information to be included in problem solutions.
Typically serves as work leader or supervisor of a small unit.
CATALOGING
FUNCTION
Library
Assistant II
Performs cataloging online at a terminal linked to a bibliographic
utility by searching for cataloging copy and, using established
guidelines, identifying useable copy of categories of material which
can be cataloged online. Obtains printouts for items that cannot
be cataloged online and route for further processing. Catalogs from
worksheets, including making such changes as establishing correct
form of all headings, correcting the cutter number to accord with
UCB usage, and adding coding for local system support. May perform
similar tasks in a manual copycataloging system. Performs simple
catalog maintenance operations. Keys records into local system.
Library
Assistant III
Performs functions described for Library Assistant II. In addition,
typically has language, subject, or format specialty and a major
responsibility for copy cataloging in that specialty. May provide
call numbers for copy lacking a useable LC call number. Performs
more difficult catalog maintenance operations. May be responsible
for functional supervision of some part of the cataloging workflow.
Performs more difficult catalog management functions involving extensive
knowledge or authority control practice and procedures. May prepare
form catalog records for foreign dissertations.
Library
Assistant IV
Performs functions as described for Library Assistant III. In addition,
performs the most difficult copycataloging operations, including
the assignment of classification and subject headings. May coordinate
the workflow of some categories of material. Typically such coordination
includes responsibility for developing procedures, problem-solving
on material referred from lower lever Library Assistants, staff
training and evaluation. May prepare brief-catalog records. May
perform original cataloging of preselected materials, with routine
revision.
Library
Assistant V
Performs full original cataloging and coding without routine revision.
CIRCULATION FUNCTION
Library
Assistant I
Provides services to patrons in a general circulation/reserve setting,
answering routine informational questions, handling routine complaints
and performing routine circulation and lending functions. May include
entering circulation information into an automated system via computer
terminal.
Library
Assistant II
Provides basic circulation services as described for Library Assistant
I at an operational level, with additional responsibility for a
specialized task such as holds, recalls, reserve material processing
or stack maintenance in a small unit. May serve as a work leader
for student library employees or Library Assistant I's in circulation
activities.
Library
Assistant III
In a medium-sized service point or branch, may perform duties as
a circulation supervisor. Circulating unit is typically characterized
by one or more of the following: Low or moderate circulation activity,
limited number or formats or loan periods, well-defined user group,
straightforward stack arrangement, moderately-sized course reserve
system, limited amount of billing and/or fining, medium-sized group
of students and career staff working at the circulation desk. In
larger units, may be the supervisor for one or more specialized
circulation functions such as a service desk, billing unit, training,
course reserves, or stack maintenance. Incumbents exercise independent
judgment in solving problems, referring only difficult problems
or complaints to higher level Library Assistants or librarians.
Responsible for assigning work, supervising employees, handling
complaints, and developing procedures.
Library
Assistant IV
Performs duties as circulation supervisor in a large service point
or branch. Circulation unit is typically more complex than at the
Library Assistant III level, and may be characterized by one or
more of the following: high circulation activity, large number of
formats, multiple loan periods, diverse user group, complicated
stack arrangement, large course reserve system, high billing and
/or fining activity, large group of students and career staff working
at the circulation desk. May have responsibility for physical plant
and office management for the library unit. Independently interprets
and applies policy, referring precedent-setting problems to the
department or branch head for decision.
Library
Assistant V
Responsible for coordination and management of a very large circulation
unit, including supervision of a large student and career staff,
stack maintenance for a major collection, coordination of multiple
circulation function units and oversight of a very high circulation
activity.
REFERENCE FUNCTION
Library
Assistant III
May serve as a reference aide at reference desk or general public
service desk, assisting librarians in providing routine information
to patrons using the library's catalogs and materials. Non-routine
questions are referred to the reference librarian.
Library
Assistant IV
Provides a wider range of reference services than typically found
at the Library Assistant III level. May staff reference desk alone
during slow periods, with immediate backup provided by the reference
librarian on any difficult questions.
Library
Assistant V
Provides reference service on a regularly-assigned basis at a level
comparable to professional librarians on the reference staff, including
answering factual questions from reference sources, assisting patrons
in using the collections, providing patron instruction, verifying
citations and journal title abbreviations, locating materials in
other libraries, etc. Refers only requests for computer reference
searches and questions requiring consultation with the reference
team. Acts as a peer on the reference staff, providing consultative
assistance to other reference librarians as needed. Requires an
in-depth knowledge of the particular collections and subject area,
as well as training in reference skills.
SERIALS PROCESSING FUNCTION
Library
Assistant I
Performs standard technical duties related to check-in, distribution
and claiming of serials and other continuation. Records issue receipts,
verifies basic bibliographic and processing information, identifies
new titles and duplicate issues, material needing binding, damaged
or missing material, and overdue issues. Performs routine checking
of standard sources. Following defined procedures updates serials
processing records.
Library
Assistant II
Performs the full range of serials processing functions described
for Library Assistant I. At the Library Assistant II level, duties
are performed with less supervision, work is reviewed less frequently,
and greater judgement is exercised in problem-solving and records
maintenance operations. Incumbents typically perform all serials
check-in functions for a small branch library or for a large section
of serial records in a complex unit. May have increased responsibility
for some part of the serials processing workflow in a large unit,
such as binding preparation, claiming operations, special materials
processing, or file/records maintenance.
Library
Assistant III
Performs specialized serials processing functions such as resolving
more complex processing and bibliographic problems, authoritative
holdings maintenance, closing or serials records, processing complex
claims correspondence, and other equivalent functions. May supervise
a small check-in unit, or serve as work leader of a major serials
processing section.
The level of duties and responsibilities assigned to a position determines its classification. Because a position may entail a variety of diverse-level tasks-for example, a combination of operational-, advanced operational-, and advanced paraprofessional-level duties-it is necessary to ascertain its overall, or "total job," level in order to classify it.
This is done by factoring together the percentages of time allotted to each level of tasks required in the position. The result of this process is the "total job," and it is the "total job" which is classified.
Two examples illustrate the factoring process.
EXAMPLE 1: Position "A" is structured so that its task levels are allotted as follows:
Library
Assistant II - 55%
Library Assistant III - 35%
Library Assistant IV - 10%
The "total job" is classified Library Assistant III. Although a majority of the incumbent's time is spent on Library Assistant II-level tasks, this is partially offset by the 10 percent allotted to Library Assistant IV-level tasks. The position, overall, is thus stronger than Library Assistant II. But it is not Library Assistant IV, because (1) only a small percentage of the total job is at that level, and (2) a substantial portion of the position involves tasks classifiable two levels below that of the IV.
EXAMPLE 2: Position "B" is structured so that its task levels are allotted as follows:
Library
Assistant III - 60%
Library Assistant IV - 40%
The "total job" is classified Library Assistant IV. In this case, IV-level tasks constitute a substantial portion of the total job, the remainder of which is classifiable at just one level lower.
These examples also illustrate two guidelines used in classifying positions:
- The
inclusion of high-level tasks in itself does not warrant classification
at that level if the tasks constitute a small portion of the total
job (or are performed only occasionally, as, for example, in the
temporary absence of the employee who regularly performs them,
or as part of a rotational assignment).
Higher-level tasks need not occupy a majority of an incumbent's time to warrant classification at that level, if they constitute a substantial portion of the total job, and the remainder of the position's tasks are classifiable at the next lower level.
NOTE: Position "A" and Position "B" are only examples of many job configurations which would result I similar classification decisions. The percentages cited in these examples should not be construed as absolute standards.
August 1984