CITY OF PHILADELPHIA PERSONNEL DEPARTMENT
ADMINISTRATIVE LIBRARIAN 1
This is second supervisory level library administration work directing, through subordinate supervisors, the technical or public service operations of a section within a division of the municipal library system. Employees in this class evaluate present library services, operations, and vendor products recommend programs, goals, policies, and changes in existing programs, and represent the library at community events. Work is performed under the direction of higher level library administrator.
ALLOCATING FACTORS: (The following conditions must be met for a position to be allocated to this class.)
- The position must perform the work in the City's Free Library.
- The position must direct, through subordinate supervisors, technical or public services or library services for the City's municipal library system.
TYPICAL EXAMPLES OF WORK (ILLUSTRATIVE ONLY)
- Supervises subordinate staff; ascertains that work is being performed in accordance with library standards and objectives; recommends changes in work assignments to meet standards and objectives; supervises the preparation of materials ordered, examines both purchase request and determines funds or budget categories; confers with publishers, salesmen and agents to determine where purchases can be made and to obtain base prices and services.
- Plans the staffing, organization and workflow of major technical service activities; develops appropriate standards and procedures of work performance as they relate to the activities under supervision; reviews book and library materials selection made by staff; determines equipment needs and reviews recommendations for the purchase of equipment, software, related supply items, and maintenance contracts; sets priorities for output according to administrative and technical goals; coordinates technical services procedures and operations both within the division and with other library entities; explains and interprets policies and procedures to subordinate staff and departmental librarians; determines space and personnel staffing and equipment requirements; trains lower level personnel in computerized technical services procedures.
- Continuously reviews existing practices, procedures, programs, goals and objectives; evaluates programs and vendor services; conducts surveys and studies to evaluate present services; prepares analytical reports showing analyses and changes recommended; implements approved changes; represents the library at community events to promote library services.
- Plans, conducts and evaluates orientation and in-service training programs for library personnel; recommends changes to make programs more effective; counsels librarians in their career development.
- Determines feasibility of methods for implementing new techniques; plans programs to meet future needs.
- Speaks before community, school and other groups to describe services and functions of the library and to stimulate reading interests; represents program area in community activities; approves purchases of library materials within budget limitations; automated ordering of library materials; directing the distribution of catalogued library books and other materials.
- Analyzes library materials budget; determines purchases and recommends allocations of funds to various collections, services and functions; establishes procedures for evaluating new library materials and preparing reviews; determines content and schedules dates of replacement list for library materials; oversees the weeding of damaged and obsolete books from agency collections.
- Conducts site visits of branch and regional library facilities in regional area to observe conformance to operations and building maintenance polices and standards; studies operational procedures to evaluate effectiveness and to ascertain needed changes; reviews regular reports submitted by branch libraries; prepares analysis of problem areas and recommends changes; implements approved changes.
- Determines space requirements and layouts of space for library functions; initiates orders for equipment and furnishings; supervises the placement of library materials and equipment in new facilities; determines need for and initiates orders for replacement furnishings and equipment.
- Directs, through a subordinate supervisors, librarians and library technicians engaged in the accurate cataloging of a wide variety of acquired materials in accordance with currently accepted standards and procedures in a timely and efficient manner; implements methods and procedures of cataloging as necessary to maintain the library's catalog system in conformance with national and international standards.
- Directs, through a subordinate supervisor, the operations of a large clerical staff engaged in checking catalog files to determine what cataloging of new materials has to be done and entering catalog information into a national on-line catalog system; directs the distribution of catalogued materials to all units of the library system; Directs, through a subordinate supervisor, the preparation of received book materials for processing into the library system, the maintenance of records on the storage and movement of book materials during the acquisition and cataloging process, and the receipt of book and money gifts; approves all invoices for payment of book material purchases; Directs, through a subordinate librarian, a small unit engaged in correcting, adding and deleting records from the library's on-line catalog system in conformance with identified omissions and incorrect data; establishes and implements procedures and protocols for conveying information regarding omissions and errors.
- Makes refinements and additions to the on-line system's parameter table which controls the display and manipulation of tape loaded catalog data; recommends policies concerning equipment use and data formatting of tape load data for implementation on an agency basis; investigates problem records to determine system caused or staff error; researches and reports system caused data problems; requests appropriate software changes; responds to questions about missing or inaccurate records.
- Reviews on-line system applications for acquisition and serial functions; recommends modifications to application software programs; works with materials selection administrators; the fiscal officer and division administrators to integrate automated operations throughout selection, order, receipt and payment process.
- Prepares periodic and special narrative and statistical reports on cataloging and acquisition activities; prepares special reports on data, including discounts and performance; issues reports on library material budgets and expenditures.
- Performs related work as required.
REQUIRED KNOWLEDGE, SKILLS AND ABILITIES
- the methods and practices used in branch and regional library management, library material selection and purchase, programming, circulation of library material, and collection management.
- the principles, practices and methods used in the acquisition of book materials in a large library system.
- procedures and techniques of library science and system management, especially as applied to the administration of technical services operation in a large library system.
- management principles and practices and their application in solving library operational problems.
- the publishing industry as it relates to the purchase of books and other library materials.
- the principles, practices, methods and techniques of automated functions related to technical services activities.
- the principles and practices of cataloging library material.
- principles, practices, techniques and procedures of library operations, organization and management.
- effective methods of promoting library objectives, services and programs in the community.
- current trends, methods and systems applications pertinent to library technical services.
- supervisory practices and consultative techniques.
- modern trends in library design methods and systems application and physical arrangements.
- federal, state, foundation, and other sources of funds available for library services and programs.
- study and evaluate the activities of complex technical services operations and to develop and implement operational and procedural changes to workflow.
- analyze and evaluate library services and to make recommendations to meet public needs.
- present ideas effectively, both orally and in writing.
- establish and maintain effective working relationships with publishers, vendors, associates, community organizations and the general public.
MINIMUM ACCEPTABLE TRAINING AND EXPERIENCE (The following statement represents the minimum training and experience standards which will be used to admit or reject applicants for tests. Applications submitted by candidates for this class will be reviewed based on training and experience requirements as approved on 5/95.)
PHYSICAL AND MEDICAL REQUIREMENTS
- Possession of a fifth year degree from an accredited school of library science.
- Three years of librarian experience in a large library system.
- Two years of librarian experience at the supervisory level.
Any equivalent combination of education and experience determined to be acceptable by the Personnel Department which has included possession of a fifth year degree in Library Science as an educational minimum and the specific experience as described above.
- Ability to physically perform the duties and to work in the environmental conditions required of
a position in this class.
PAY RANGE: EP23
Class Established: 7/77
Latest Spec. Revision:
CSC: 2/03, Ad Board: 7/03
END OF JOB CLASS SPECIFICATION - 9B61