DATE ENTERED: November 10, 2020
POSITION: Manager of Library Systems & Support Services
LOCATION: Portsmouth Public Library, VA
APPLY BY: 11/22/2020

Manager of Library Systems & Support Services
Salary: $53,724 - $80,636 Annually
Job Type: Full-Time Regular
Location: Portsmouth, VA
Department: Library
Job Number: FY2021-00072
Closing: 11/22/2020

General Statement of the Job & Essential Functions
Under limited supervision, this position performs supervisory and professional library work by providing and supervising technical service activities. Reports to Director of Libraries.

Essential Job Functions

  • Provides support, technical advice, trouble shooting, and enhances the application software of the library's Integrated Library System (ILS); communicates with library staff to define requirements and system configurations; installs computer hardware and software, upgrades software and patches, performs routine maintenance, and schedules all computer hardware and peripherals routine maintenance and repair; tests new and enhanced software; responds to user inquiries and system issues; plans, evaluates and manages development projects.
  • Manages library services; plans, oversees and participates in the processing, accessioning and cataloging of new books and other materials; serves as the primary contact for vendor communication, problem reporting and contract issues; maintains and manages the library's website, databases for cataloging, acquisitions and authority files; maintains an accessible filing system related to all technical processing department activities; evaluates maintenance contracts for cost effectiveness; oversees the acquisition process; assigns classification numbers or codes and re-indexes necessary files.
  • Responsible for the effective supervision and administration to include budget preparation and monitoring expenditures, staff development and training, succession planning, performance management, employee relations, prioritizing and assigning work and related activities.
  • Processes and reports information from computer database in accordance with prescribed schedule, including library statistics, reserve reports, overdue material reports, circulation reports, etc., and for\wards reports to other city and State offices as needed; allocates and maintains book fund accounts; selects, searches and downloads and uploads bibliographic records
  • Attends seminars, conferences, workshops, classes, lectures, etc. to keeps abreast of current and future issues trends; reviews plans prepared by vendors to ensure compliance with department policy; assumes operational responsibilities in the absence of the Director; promotes library services; may assist at the public service desk, and perform copy cataloging and reference duties as needed.
  • Performs other duties as assigned.

Knowledge, Skills & Abilities
Knowledge of Job:

  • Has thorough knowledge of library computer, automated cataloging and circulation systems and software. Has thorough knowledge of principles and practices of library science. Has thorough knowledge of library techniques, systems, and working manuals. Has thorough knowledge of circulation and cataloging programs of the library's computer system and the maintenance needs of the system. Has general knowledge of the principles of supervision, organization and administration. Has considerable knowledge of books, magazines and related materials available to the public. Has considerable knowledge of the reading levels and interests of city residents.
  • Has considerable knowledge of reference materials, periodicals, audio-visual and other material available for acquisition by public libraries. Has considerable knowledge of modern office practices and procedures. Has general knowledge of current literature, trends, and developments in the field of library science. Is able to diagnose
  • problems with computer equipment. Is able to use standard library methods and principles in bibliography, cataloging, classification, circulation and reference services. ls able to prepare clear reports from statistical data. Is able to effectively expr ess ideas orally and in writing. Is able to supervise, train, assign, supervise and review the work of subordinate personnel. ls able to serve as a liaison between library and vendors, other automated user's and parties interested in the automated system currently being used. Is able to exercise tact and courtesy in frequent contact with vendors, Director and subordinates. Is able to establish and maintain effective working relationships as necessitated by work assignments.

Quality of Work: Maintains high standards of accuracy in exercising duties and responsibilities. Exercises immediate corrective action to correct any quality deficiencies that occur in areas of responsibility. Maintains high quality communication and interacts within department and division, and with co-workers and the general public.

Quantity of Work: Maintains effective and efficient output of all duties and responsibilities as described under “Essential Job Functions.”

Dependability: Assumes responsibility for doing assigned work and meeting deadlines. Completes assigned work on or before deadlines in accordance with city policies, standards and prescribed procedures. Accepts accountability for meeting assigned responsibilities in the technical, human and conceptual areas.

Attendance: Attends work regularly and adheres to city policies and procedures regarding absences and tardiness. Provides adequate notice to higher management with respect to vacation time and time-off requests.

Initiative and Enthusiasm: Maintains an enthusiastic, self- reliant and self-starting approach to meet job responsibilities and accountabilities. Strives to anticipate work to be done and initiates proper and acceptable direction for completion of work with a minimum of supervision and instruction.

Judgment: Exercises analytical judgment in areas of responsibility. Identifies problems or situations as they occur and specifies decision objectives. Identifies or assists in identifying alternative solutions to problems or situations. Implements decisions in accordance with prescribed and effective policies and procedures and with a minimum of errors. Seeks expert or experienced advice and researches problems, situations and alternatives before exercising judgment.

Cooperation: Accepts supervisory instruction and direction and strives to meet the goals and objectives of the same. Questions such instruction and direction when clarifications of results or consequences are justified, i.e., poor communications, variance with city policy or procedures. Offers suggestions and recommendations to encourage and improve cooperation between all staff persons within the department.

Relationships with Others: Shares knowledge with supervisors and staff for mutual and departmental benefit. Contributes to maintaining high morale among all department employees. Develops and maintains cooperative and courteous relationships with department employees, staffers and managers in other departments, representatives from organizations, and the general public, so as to maintain good will toward the department, and project a good departmental image. Tactfully and effectively handles requests, suggestions and complaints from other departments and persons in order to maintain good will within the city. Interacts effectively with fellow employees, patrons, Director of Library, professionals and the general public.

Coordination of Work: Plans and organizes daily work routine. Establishes priorities for the completion of work in accordance with sound time-management methodology. Avoids duplication of effort. Estimates the expected time of completion of elements of work, and establishes a personal schedule accordingly. Attends meetings, planning sessions and discussions on time. Implements work activity in accordance with priorities and estimated schedules. Maintains a calendar for meetings, deadlines and events.

Planning: Plans, directs and uses information effectively in order to enhance activities and production of the division. Knows and understands the expectations of the city regarding the activities of the department and works to see that these expectations are met. Designs and formulates ways, means and timing to achieve the goals and objectives of the department and the city. Within the constraints of city policy, formulates the appropriate strategy and tactics for achieving divisional and city objectives. Organizes, arranges and allocates manpower, financial and other designated resources in an efficient and effective way so as to achieve the goals and objectives of the department and city.

Organizing: Organizes work and that of staff well. Ensures staff members know what results are expected of them and that they are regularly and appropriately informed of all city and department matters affecting them and/or of concern to them.

Staffing: Works with other city officials and management to select and recommend employment of personnel for the division who are qualified both technically and philosophically to meet the needs of the department and the city. Personally directs the development and training of division personnel in order to ensure that they are properly inducted, oriented and trained.

Leading: Provides a work environment that encourages clear and open communications. Has a clear and comprehensive understanding of the principles of effective leadership and how such principles are to be applied. Provides adequate feedback to staff on their performance levels. Commends and rewards employees for outstanding performance and does not hesitate to take disciplinary action when necessary. Exercises enthusiasm in influencing and guiding others toward the achievement of city goals and objectives.

Controlling: Provides a work environment that is orderly and controlled. Coordinates, audits, and controls manpower and financial resources efficiently and effectively. Coordinates, audits and controls the utilization of materials and equipment efficiently and effectively. Has a clear and comprehensive understanding of city standards, methods and procedures.

Delegating: Assigns additional duties to staff as necessary and/or appropriate in order to meet department goals, enhance staff abilities, build confidence on the job and assist staff members in personal growth. Has confidence in staff to meet new or additional expectations.

Decision Making: Uses discretion and judgment in developing and implementing courses of action affecting the division. When a particular policy, procedure or strategy does not appear to be achieving the desired result, moves decisively and definitively to develop and implement alternatives.

Creativity: Regularly seeks new and improved methodologies, policies and procedures for enhancing the effectiveness of the division and city. Employs imagination and creativity in the application of duties and responsibilities. Is not adverse to change.

Human Relations: Strives to develop and maintain good rapport with all staff members. Listens to and considers suggestions and complaints and responds appropriately. Maintains the respect and loyalty of staff.

Policy Implementation: Has a clear and comprehensive understanding of city policies regarding the department and city function. Adheres to those policies in the discharge of duties and responsibilities and ensures the same from staff.

Policy Formulation: Keeps abreast of changes in operating philosophies and policies of the city and continually reviews division policies to ensure that any changes in city philosophy or practice are appropriately incorporated. Understands the relationship between operating policies and practices and division morale and performance. Works to see that established policies enhance the same.

Safety and Housekeeping: Adheres to all safety and housekeeping standards established by the city and various regulatory agencies. Sees that the standards are not violated. Maintains a clean and orderly workplace.

Education, Experience & Special Requirements

  • Requires a Master's degree in Library Science with an emphasis in Information Systems or Computer Science, and 6-8 years of progressively responsible experience in Cataloging and Acquisitions, and 2-3 years of supervisory experience; or any equivalent combination of training and experience which provides the required skills, knowledge and abilities.
  • Must have Certification as a Librarian by the Commonwealth of Virginia Library Board or obtain within six (6) months of hire.
  • An acceptable general background check to include a local and state criminal history check and sex offender registry check.
  • Individuals in this position cannot be listed as having a founded child abuse or neglect complaint.
  • A valid driver's license with an acceptable driving record.

Physical Demands
Physical Requirements: Must be physically able to operate a variety of machinery and equipment including office equipment such as computers, laser pens, printers, etc. Requires the ability to exert up to 20 lbs. of force occasionally to move books and office supplies. Physical demand requirements are for Sedentary Work

Data Conception: Requires the ability to compare and/or judge the readily observable, functional, structural or compositional characteristics (whether similar or divergent from obvious standard(s) of data, people or things.

Interpersonal Communication: Requires the ability of speaking and/or signaling people to convey or exchange information. Includes receiving instructions, assignments or directions from superiors, and giving instructions, assignments and directions to subordinates or assistants.

Language Ability: Requires the ability to read a variety of applications, statistical reports, invoices, Reader's Advisory lists, etc. Requires the ability to prepare reports, forms, schedules, statistical lists, receipts, etc., using prescribed formats. Requires the ability to speak before various groups of people with poise, voice control and confidence.

Intelligence: Ability to apply principles of rational systems to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists; to interpret a variety of instructions furnished in written, oral, diagrammatic, or schedule form.

Verbal Aptitude: Requires the ability to record and deliver information, to explain procedures, and follow oral and written instructions. Must be able to communicate effectively and efficiently using college-level English and a variety of professional terminology, including library terminology.

Numerical Aptitude: Requires the ability to utilize mathematical formulas, add and subtract, multiply and divide, utilize decimals and percentages and understand and apply theories of algebra.

Form/Spatial Aptitude: Requires the ability to inspect items for proper length,width and shape.

Motor Coordination: Requires the ability to coordinate hands and eyes rapidly and accurately in using office equipment.

Manual Dexterity: Requires the ability to handle a variety of items such as office equipment. Must have minimal levels of eye/hand/ foot coordination.

Color Discrimination: Requires the ability to differentiate between colors and shades of color.

Interpersonal Temperament: Requires the ability to deal with people beyond giving and receiving instructions. Must be able to communicate with patrons of all ages. Must be adaptable to performing under different levels of stress. Work environment is typically not stressful, but may become extremely stressful on occasion.

Physical Communication: Requires the ability to talk and hear; (talking: expressing or exchanging ideas by means of spoken words; hearing: perceiving nature of sounds by ear.) Must be able to communicate via telephone.

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