Circulation & Collection Maintenance Librarian

The Office of Secretary of State (OSOS) offers some of the most unique and diverse job opportunities in state government. Its critical responsibilities include: ensuring a fair and accurate elections process; connecting Washingtonians through the power of libraries; protecting our important government records; and registering corporations and charities. The Secretary of State also administers vital community programs that inspire giving, document our history, and assist crime survivors in avoiding further abuse. This independent office under the state Constitution operates from facilities in the Olympia area and statewide.

The OSOS is looking for top-performing employees who embody its core values of integrity, service excellence, visionary leadership, collaboration and teamwork. It is committed to both employee growth and work-life balance. The benefits of working in state government also include potential eligibility for the federalPublic Service Loan Forgiveness program.

TheWashington State Library connects people to the power of libraries. As Washington's oldest cultural institution, the library's unique and rare collections date back to territorial days. Resources include historical print and digital compilations, collections of state newspapers and maps, state and federal government publications, and the Ask-a-Librarian service.

The library benefits local libraries and their patrons through its consulting services, grants, subsidies, training, and programming. Additionally, the Washington State Library provides services to state prison and state hospital libraries. OSOS also operates the Washington Talking Book & BrailleLibrary (WTBBL) in Seattle, a library for people unable to read standard print.
Circulation and Collections Maintenance Librarian- Library & Archival Professional 3
Full-time, Permanent

Washington Talking Book & Braille Library (WTBBL) is a program of the Washington State Library and a Regional Library of the National Library Services for the Blind and Print Disabled (NLS) of the Library of Congress. WTBBL provides library services state-wide, at the library and by mail or download, to any Washington resident unable to read standard print material due to blindness, visual impairment, DeafBlindness, physical disability (cannot hold a book or turn pages) or reading disability. This Circulation and Collection Maintenance Librarian (LAP3) reports to the WTBBL Director and manages and oversees day-to-day circulation, the WTBBL collection and collection development, participates in cataloging, and supervises circulation staff. This position is a member of WTBBL's librarian leadership team and participates in strategic planning, policy development, and other decision-making efforts. The position performs complex technical library tasks and problem solving involving intensive application of specialized knowledge and skills for the statewide circulation program at WTBBL. They are responsible for overseeing multifaceted circulation, shipping and receiving functions, including library books/materials in alternate formats (digital audio, large print, braille), play-back equipment and accessories, and act as WTBBL's liaison to the US Postal Service. They work with the National Library Service (NLS) and other organizations on the acquisition, implementation, distribution, training on and management of new equipment and accessories. As Head of the WTBBL Machine Lending Agency (MLA) for NLS, this position inventories all library collection and equipment materials received and shipped to patrons.

Please note:Interviews for this position will be conducted on an ongoing basis. The hiring manager reserves the right to fill the position at any time.

Special Notes: This position receives an additional 5% geographic assignment pay for being located within King County.Circulation Management
Tasks include:

• Leads all aspects of circulation operations to deliver timely, accurate service to WTBBL patrons in alignment with NLS standards:
  • Develops and implements policies, procedures, and standards of best practices for circulation in line with National Library Service for the Blind and Print Disabled/Library of Congress (NLS) guidelines.
  • Plans, implements, leads, and evaluates the delivery of services to WTBBL patrons; sets and monitors workflow priorities, schedules, and daily activities.
  • Oversees the outbound circulation, including mailing materials and equipment, and inbound operations, including sorting, check-in, re-shelving, inspection, and repair of returned materials. Oversees the expansion of or changes to circulation processes.
• Manages all aspects of digital books and magazines, braille books, and large print circulation:
  • Oversees the duplication on demand (DoD) and custom book and magazine cartridge service.
  • Oversee duplication, distribution, and subscription related issues for bimonthly Talking Book Topics publication.
  • Supervises staff that monitor patron request queue for Duplication on Demand (DoD) orders from readers’ advisors and librarians, duplicate cartridges, process returned cartridges, and label new cartridges for circulation with DoD system.
  • Serves as liaison to NLS technical staff for the Gutenberg cartridge duplication system; coordinates troubleshooting, upgrades, and issue resolution.
  • Partners with KLAS ILS staff to troubleshoot DoD modules and resolve circulation issues to maintain uninterrupted service.
• Manages equipment circulation, inventory, and operations as head of WTBBL Machine Lending Agency (MLA):
  • Acts as designated expert in policies and procedures governing custodial responsibility for all sound reproducers (digital talking book players), other recording equipment, electronic braille displays, accessories, and repair of equipment assigned to it, and will design and implement security precautions for their safekeeping.
  • Oversees the receipt and distribution of any new machinery, equipment, accessories, or supplies including electronic braille displays, CCTV magnifiers, and iBill currency readers; works with NLS and other agencies to procure, track, lend, and service new machinery and equipment. Prepares new borrower packets and printed instructions to be sent with all equipment.
  • Implements inventory control plan for all MLA equipment, maintains accurate inventory of equipment, provides MLA inventory data resulting from complex machine audits utilizing ILS reports and patron contact and verification, to authorized NLS representative in a timely manner.
  • Heads the refurbishment or repair of digital talking book machines as MLA head by training staff on inspection, reprocessing, and repair of returned equipment, and monitors the quality of their work. Identifies and sends machines to other repair sites inside and outside of Washington State as needed to maintain an adequate supply for WTBBL patrons.
  • Attends NSL equipment repair/association meetings; monitors supply catalogs; orders supplies to ensure uninterrupted circulation, duplication, processing, and reader services activities.
  • Submits annual Machine Lending statistics and performs annual machine audits.
• Manages WTBBL mail services:
  • Acts as liaison with the US Postal Service (USPS) and ensures daily mail deliveries and pick-ups. Mediates between USPS and other garage tenants to avoid conflict and keeps library deliveries on schedule.
  • Interprets and ensures compliance with USPS rules and regulations, policies, and procedures.
  • Attends NLS Open Forum and other meetings to keep current on Free Matter postage designation and other USPS updates.
  • Troubleshoots issues with USPS service and delivery of WTBBL materials.
• Manages all aspects of reporting, and monitoring tools and trends in line with NLS and library services for persons with print disabilities:
  • Interprets and ensures compliance with organizational and agency rules, NLS rules and regulations. Stays current on all NLS regulations and guidelines governing equipment procedures, digital book recall, circulation, postal regulations, or readers’ services; troubleshoots questions with NLS staff, and trains staff on all changes.
  • Prepares statistical and administrative reports, including monthly circulation statistics, quarterly statistics, annual statistics, and biennial operational department report for director and NLS consultant review.
• Provides leadership, training, and documentation related to department and library:
  • Writes and maintains departmental procedure manuals, including practices and procedures for all circulation operations.
  • Designs and develops training materials, and instructs other staff and patrons on circulation services.
  • Participates in staff and librarian meetings; provides circulation and collections updates, and recommends policy changes.
  • Is a member of the librarian leadership team, participating in strategic planning, policy development, and other decision-making efforts.

Collections Management
Tasks include:

• Develops and implements policies, procedures, and standards of best practices for collection maintenance.
• Oversees the development and growth of the collection, including keeping current with patron interests and needs.
• Chairs the collection development committee, selecting books for production by WTBBL into audio and braille formats.
• Oversees the National Library Service XESS program for collection weeding and accession.
• In conjunction with circulation oversight, plans, monitors, and oversees stacks maintenance and space allotment; manages the organization, selection, and shipping of cartridge and container surplus to designated NLS approved site.
• Provides quality control of collection processing; manages library collection of audio, braille, and large print materials, ensuring accurate inventory of collection; oversees the processing and inventory of all new books and equipment into the KLAS circulation system; trains new staff and volunteers, and monitors accuracy.
• Monitors use of the collection through KLAS reports to identify departmental priorities and provide statistics, data, and trends to director.
• Develops and maintains the collection by overseeing the selection of books and materials for production in audio and braille, and recommends collection development policy updates and changes.
• Performs collection cataloging by updating and correcting records in the KLAS ILS system. Creates, updates, and corrects author and series authority records.
• Manages shelving classification of public area and warehouse library stacks for optimum item layout for shelving and retrieval. Works with other librarians to identify specific weeding targets and strategizes the ongoing shifting of materials to make the best use of limited space.
• Create materials, programs, and events that introduce WTBBL collections to targeted audiences.
• Designs and develops training materials, and instructs other staff and patrons on the WTBBL collection.
• Assists in the creation of publications and resource materials.
• Develops library programming with a collection focus to benefit patrons and the WTBBL community.

Staff Supervision
Tasks include:

• Supervises, leads, trains, and directs the work of lower-level staff.
• Supervises and reviews performance of staff through assessments to identify program needs. Delivers annual performance reviews and annual expectations and provides ongoing feedback to staff.
• Develops and disseminates instructions and information to departmental personnel. Organizes, conducts, and facilitates departmental staff meetings.
• Provides leadership for program staff, mentors staff and works with leadership and HR to provide appropriate guidance, feedback, resolution, and strategic planning for program.
• Provides technical assistance and specialized consultation to staff to ensure highest quality of work is performed regularly to meet department goals.
• Recommends resolution for complex circulation problems and issues relating to the day-to-day work of department staff.

Volunteer Management
Tasks include:

• Supervises, leads, trains, and directs the work of students, interns, and other volunteers.
• Acts as mentor to students and interns.
• Works with university or other organizations to provide meaningful work to students and interns; provides feedback and completes assessments as necessary.
• Plans work for volunteer groups, coordinates work parties and develops ongoing connections with volunteer organizations.
• Schedules individual volunteers and work groups to accomplish library goals and cancels or reduces volunteer hours when the workflow is reduced.
• Directly supervises most volunteer work parties and is in charge of the library when supervising volunteers at WTBBL during evenings and weekends.
• Writes and edits training material for staff and volunteers. Delivers training, and corrects performance issues or reassigns volunteers to more appropriate work when necessary.

Miscellaneous
Tasks include:

• Acts in the absence of the director.
• Conducts tours of WTBBL as needed.
• Contributes content to WTBBL website
• May participate in library outreach
• Assists walk-in patrons with book pickup at front desk; phones and emails patrons with equipment needs.
• Other duties as assigned.

Required Qualifications:

• Master’s degree in Library and Information Science from an American Library Association accredited program.
• Three years’ experience of full-time experience as a professional librarian with experience developing, managing, and/or implementing library programs.
• One year of full-time experience working in a supervisory level position.
• Ability to efficiently use a personal computer and applicable hardware and software to successfully perform the essential job functions of the position.
• Ability to read and write the English language.

Preferred/Desired Qualifications:

• Experience with library technology, ILS systems, library management systems, inventory systems, or data management. Experience with Keystone Library Automation ILS preferred.
• Professional level knowledge of library trends, principles, and practices.
• Ability to read, write and converse fluently in Spanish or in a second language other than English.
• Desktop and network technology support and troubleshooting experience.
• One year of full-time equivalent experience (40 hours a week) in shelving, shifting, and other collection maintenance activities within one or more large collections of materials, including print and multimedia.

PLEASE READ: If you have gotten this far and are thinking you do not qualify, consider again. Studies have shown that members of historically marginalized and underrepresented communities, specifically women and people of color, are less likely to apply to jobs unless they clearly meet every single qualification.

At the Office of the Secretary of State, we are dedicated to building a diverse and authentic work force with a foundation of belonging. If you are excited about this role and have relevant experience and skills, but question whether your experience aligns perfectly with every qualification in the job description, we encourage you to apply regardless. You may just be the ideal candidate this office needs. WORKING CONDITIONS
This position works in a warehouse and library environment that serves blind, visually impaired, deaf/blind, physically disabled, and/or learning disabled patrons. The standard work hours are Monday-Friday from 8:00 AM to 5:00 PM. The incumbent of the position must have the ability to handle stressful work situations, maintain confidentiality, lift up to 35 pounds and push and pull heavy wheeled bins weighing up to 300 lbs with or without a reasonable accommodation. The incumbent of this position must have the ability to tolerate sudden loud noises, work in adverse conditions (e.g., working with or around chemical or solvent scents, and/or working in areas that are cramped and/or somewhat confining.) The incumbent of this position must have the ability to use a stepladder to perform routine job duties, the ability to perform tasks that require physical agility (e.g. bend, reach, stoop, kneel, carry, climb, push) and the ability to sit at a computer for long periods of time. This position works with internal and external customers and the incumbent of the position needs to be able to maintain a positive attitude when dealing with diverse customers and be able to communicate effectively, both orally and written. The incumbent must be willing to work with individuals who are blind, visually impaired, deaf/blind, physically disabled, and or reading disabled.

Special Requirements/Conditions of Employment:

• This position is in a bargaining unit represented by the Washington Federation of State Employees (WFSE)and is subject to the terms of the Collective Bargaining Agreement between the State of Washington, The Office of the Secretary of State, and the WFSE.

Special Notes: This position receives an additional 5% geographic assignment pay for being located within King County.
How to Apply

• Required:To be considered for this position you must attachthe following:
  • Letter of interestdescribing how your experience and qualifications relate to the duties and qualifications of the position.
  • Current resume
  • Three Professional references.Personal references will not be considered.
• You must complete the supplemental questions at the end of this application. Incomplete responses such as "see resume" will not be considered.
• All veterans must include a copy of your DD214 to receive preference in the hiring process. You must black out your social security number before attaching it to your application.

The Office of the Secretary of State is an equal opportunity employer (EOE). We do not
discriminate on the basis of religion, age, sex, marital status, color, creed, national origin, political affiliation, military status, sexual orientation, gender identity, or any real or perceived sensory, mental or physical ability. All interested candidates are encouraged to apply. Persons of disability needing assistance in the application process, or those needing the announcement in alternative format, should contact hr@sos.wa.gov.