Position Title:        ASSISTANT DIRECTOR	Band/ Step/ Hourly Wage:  BAND 4	Previous Rev Date: 7/27/04
Reports To:           LIBRARY DIRECTOR	Department:         LIBRARY	Current Rev Date:  11/1/2005

 

Position Summary:

Responsible for assisting the Library Director in the planning, organization, supervision, development and administration of all library services, personnel, operations and programs. Assumes the duties of the Library Director in his/her absence. Is directly responsible for personnel administration and the Adult Services Division ensuring operational and budget efficiency. Assists in personnel selection. Directly supervises and schedules training for all personnel. Assists Director in evaluation and assessment of overall departmental functions and in the implementation of new service objectives and programs. Responsible for conveying and carrying out of the Library’s Mission and Vision Statements, Objectives and Customer Service program. Responsible for the supervision and evaluation of the Branch Manager (Bookmobile Coordinator and all Bookmobile Operations) and Maintenance/Custodial Staff. Responsible for a major portion of collection development and budget allocation within the overall Library materials budget ($55,000.00+). Related work as required.

 

Principal Responsibilities:

1.     Assumes the duties of the Director in the Director's absence, reporting to the Director and
answerable to the six-member elected Board of Library Trustees. Assists in administering all library services and programs; supports, mentors and monitors division operations of the library divisions: Circulation; Information Services; Technical Services; Youth Services, and; Systems/Automation.

2.     Assists the Library Director in budget preparation, reports, policy and procedural matters and is
     directly responsible for overseeing personnel matters within the library.

3.     Assists the Library Director by coordinating the goals, objectives and activities of professional
division heads in their divisional delivery of public service and in their actualization of the Library Long Range Plan.

4.     Directly responsible for a major portion of the overall library materials budget and its expenditure
within the following areas:  Adult Fiction, Adult Non-Fiction, Audio books, Professional Collections, and Rental Collections. Responsible for a portion of the expenditures of the Friends-funded Materials supplementary budget.

5.     Directly responsible for investigating and implementing Regional Supplemental Deposit Collections
and any new collection areas deemed needed to better fulfill public service objectives.

6.     Supervises and schedules orientation and training of all personnel within the library including full- and part-time paid, volunteer and page positions. Ensures updating of divisional Training Manuals and training materials throughout the department.

7.     Develops and conducts instructional training for departmental personnel, divisions and Division
Heads to implement policy and long-range objectives, to promulgate Best Practices, to reinforce standards of service delivery and to ensure excellent customer service.

8.    Ensures maintenance of electronic master personnel schedule as well as monthly and daily personnel scheduling, including all leaves, absences, meeting dates, swaps and transfer requests. Ensures quarterly publication of revised personnel schedule and changes in routine staffing. Ensures publication of daily changes to personnel calendar and any staffing vacancies.

9.     Responsible, with the Administrative Assistant,  for the accurate and timely submittal and inputting of weekly personnel payroll applying all pertinent aspects of Town Personnel By Laws, CWA Bargaining Unit contract, federal and state wage provisions and the Fair Labor Standards Act. Ensures maintenance and administration of the personnel leave spreadsheet, updating leave calculations on a monthly basis and use on a weekly basis. Publishes monthly deadline for leave and absence requests and ensures that individual staff usage is within earned quotas.

10.   Supervises the Building Maintenance Worker I and II personnel. Directly responsible for the
 recruitment, selection, training and evaluation of custodial and maintenance staff. Routinely
 monitors daily and regular work performance using checklists, Maintenance Logs, Maintenance
 Calendars, meetings, etc.

11.  Supervises Branch Librarian in charge of Bookmobile Services. Directly responsible for the recruitment, selection, training and evaluation of the Branch Manager (Bookmobile Coordinator) and oversees all aspects of the Bookmobile Outreach Program; routinely monitors daily and regular work performance of all outreach services.

12.  Responsible for major publicity, promotional and public relations and programming efforts
 conducted on behalf of the Board of Trustees, the Library or the Friends of the Library, Inc.
 Specifically responsible for semi-annual town wide mailing promoting seasonal library events and
 offerings.

13.   Coordinates the publication and rotation of the weekly “Library Latest” by-line amongst Division
 Heads and affected staff. Ensures publication of weekly by-line in local press and on Web site, and
 distributes press releases regarding library programs, collections, events, and services as indicated.
 Creates additional web links as services, offerings and objectives dictate.

14.  Writes and initiates grant proposals seeking funding designed to aid, enhance or create library
 service programs or assets.

15.  Responsible for the smooth coordination between divisions of the Automated Circulation system
 as it uniquely affects library divisions; represents the library at automated network and regional
 meetings.

16.  Stays informed of professional issues, trends and attitudes, including managerial, financial, political
 and personnel issues, through reading professional literature, newsletters, journals and electronic
 media.

17.  Represents the library at professional workshops or conferences pertinent to public library service,
 personnel issues, collection development, management, grantsmanship and publicity.

18.   Interfaces with town representatives and officials to promote and coordinate public service
 campaigns and advocate for public library service.

19.  With guidance of the Director, performs research, conducts studies, or garners statistics relating to
 divisional effectiveness, user needs, new services and technologies, promotional campaigns and
 combined divisional procedures.

20.  Assists the Director in research on, and implementation of, new Adult services and new divisional
 programs or campaigns.

21.  Assists and instructs, when necessary, divisions in the annual ordering of supplies, equipment and
 furnishings.

22. Oversees the monitoring by appropriate personnel of all library vehicular and machinery assets and
 insures their proper working conditions.

23. Maintains an active correspondence on behalf of the library in the following areas, as applicable:
 grantsmanship, acquisitions, research, public services, publicity and programming, regional,
 network and statewide matters.

24.  Coordinates and administers a program of gifts, memorials and donations, acknowledging receipt,
 thanking donors, and selecting materials for appropriate collections in keeping with the wishes of
 the donor(s). Develops and maintains financial spreadsheets, recording and tracking all receipts and
 expenditures by donor. Plates materials as desired and informs family or donors of materials
 purchased with gift and memorial monies. Creates and maintains promotional materials and web
 link publicizing the Library Gift and Memorial program.

25.  In the Director’s absence, serves as departmental liaison to the Friends of the J. V. Fletcher Library,
 Inc., Executive Board. Assists at Friends of the J. V. Fletcher Library, Inc. events and fund raisers as
 support staff.  Attends monthly Board of Library Trustees meetings, along with Director. Serves, in
 the Director's absence,  as a liaison to other town boards and committees.

26. Contributes to, and assists in, coordinating the annual Staff and Volunteer Recognition event.

27.  Serves as liaison to the “Link to Literacy” ESL Volunteer program, assisting and coordinating with
the Volunteer Administrator of this library-based literacy program.

26.  Oversees maintenance of divisional Emergency Manuals and oversees departmental safety and evacuation procedures. Specifically oversees timely update of Bookmobile portion of the Emergency Manuals.

27. Responsible for routine back-up and maintenance of Assistant Director’s personal computer.
 Responsible for a portion of the administrative supplies, equipment and peripherals budgets.

28.     Responsible for the routine back-up of the Personnel Calendar ICAL software on the Assistant
 Director’s server.

29.   Develops and conducts Staff Meetings and Division Head meetings. Takes and transcribes minutes for all Division ‘Head meetings. Regularly attends meetings and workshops pertinent to professional development; participates in activities and task forces related to the automated network.

30.  Is responsible for scheduled routine evening and weekend coverage of a library public service desk, providing as needed, circulation control, juvenile or adult patron and reference assistance.

31. Routinely functions as daily, evening or weekend Building Supervisor, having first-response
 responsibility for the staff, facility and public. In role as Building Supervisor, maintains up-to-the
 minute LAN Personnel and Meeting Room calendars.

32.   Based upon need, is required to work flexible hours and function as Building Supervisor

33. Delegates and assigns duties within the Library Department as required.
 

Required Experience, Skills, Knowledge and Abilities:
Proficiency in automated computer systems, particularly data storage and retrieval systems, WORD, EXCEL, PUBLISHER, LAN use, HTML (Front Page), Internet use, financial planning, personnel tracking and administration. Ability to set priorities and work with frequent interruptions.  Strong interpersonal skills.
 

Education, Training, Special Licensure/Certification Requirements:
A Master's Degree in Library Science, accredited by the American Library Association, with Board of Library Commissioners’ certification, as well as  six to ten years experience in public library service at a supervisory level. Prior personnel administration, fund accounting and payroll experience. Prior Collection Development and public relations experience; proven written and verbal communication skills. Organizational, procedural and public relations proficiency, and an ability to develop and maintain a rapport with the public, as well as an ability to supervise and secure the cooperation of the staff.  
 

Contacts (boards & committees, vendors, general public, etc.):
Extensive contact with library division heads, staff members, town departments, and Library patrons requiring patience, courtesy, and diplomacy. Extensive interaction with the public, Town Departments, Boards and Committees, as well as Town Departmental personnel and outside agencies.. Extensive interaction with vendors, contractors, paid performers. Represents Library organization at consortium meetings and on network, regional and state committees. Represents Library organization via professional affiliations and association memberships. Represents Library organization at the network, regional, state and national level.
 

Supervisory Responsibility (Include Positions Supervised):
Works under the direction of the Library Director with considerable independence in setting own daily work plan. Directly or functionally supervises all paid and non-paid library personnel; specifically supervises five Division Heads, three Maintenance Workers and the Branch Manager in charge of the Bookmobile. Unusual situations are referred to Library Director. Works involves highly responsible and technical duties requiring considerable judgment and initiative in the planning and administration of library services.  Has access to department related confidential information involving personnel, bid proposals, and confidential patron information protected under MGL Ch. 78.  Errors could be significant requiring some effort to correct. Errors could result in delay in service, loss of funds, damage to equipment, administrative problems and public relations problems.
 

Responsibility for Operating Budget:
Responsible for a major portion of collection development and budget allocation within the overall Library materials budget ($55,000.00+). Directly oversees Payroll, the Gift and Memorial Account and the Library Restitution Account. Provides budget oversight to Maintenance and Branch departments.
 

Primary Physical Requirements:
Ability to operate and view a computer screen for extended periods of time.  Depth, color, peripheral, and distance vision routinely required.  Regular lifting up to 35 pounds.  Manual use of calculator, telephone, copying and facsimile machines.  Ability to hear, talk, walk, sit, bend, reach, grasp.  Occasional need to climb, balance, stoop, kneel or crouch.  Often required to push or pull book trucks weighing up to 150 pounds. May be required to stand for extended periods of time.  Operation of a motor vehicle may be required necessitating a Class D license.
 

*Use F for Frequently,  O for Occasionally,  R for Rarely,  N for Never

Primary Physical Requirements	Other Physical Considerations
LIFT up to 10 lbs.:  F	Twisting:  F
LIFT 10 to 50 lbs.:  F	Bending:  F
LIFT over 50 lbs.:  N	Squatting:  F
	Kneeling:  F
CARRY up to 10 lbs.:  F	Crouching:  F
CARRY 10 to 50 lbs.:  R	Keyboarding  F Repeated wrist rotations; repeated reaching, grasping, and clutching  F
CARRY over 50 lbs.:      N	PUSH/PULL:F
DURING AN 8 HOUR DAY,	WORK SURFACE(S)
EMPLOYEE IS REQUIRED TO:	Desktop/Computer Table
Consecutive Hours                  Total Hours	Stationary & Rolling Office Chair
Sit:        1 2 3 4 5 6 7 8                1 2 3 4 5 6 7 8	Carpeted & Linoleum Floored Offices
Stand:    1 2 3 4 5 6 7 8               1 2 3 4 5 6 7 8	Stairs and Elevators
Walk:    1 2 3 4 5 6 7 8               1 2 3 4 5 6 7 8	Public Workstation

 

Summary of Occupational Exposures:  
Work is performed indoors under typical library conditions.  Noise fluctuates from low to loud depending upon the volume of patrons utilizing library collections and equipment, attendance at library programmatic offerings and age of patrons within the facility. Responsible for overseeing and ensuring safety of self, employees and general public.

Environment:      

Inside:            95 %                  Outside:           5 %

 

 

Position Title: ASSISTANT DIRECTOR

 

APPROVALS

 

Department Head	Date
Town Manager	Date
Human Resources Director	Date

 

Note:  The purpose of this job description is to provide an outline of the more significant work elements of the position and to organize and present the information in a standard manner.  It is not intended to describe all the elements of the work that may be performed by every individual in this classification, nor should it serve as the sole basis for Human Resource decisions and actions.