OFFICE ASSISTANT (CIRCULATION) - MAIN LIBRARY

Durham County Government employs approximately 1,900 employees that work towards providing needed services throughout the community. With a wide array of services, Durham County Government is at the heart of a rapidly growing and diverse area offering residents, employees and visitors exciting opportunities to live, work, grow and play.

GENERAL DESCRIPTION

The purpose of this position is to provide a variety of clerical support including maintaining records, reports and filing activities, public contact, office equipment operation, composition, and other general office duties.

This position provides clerical support for the Circulation Unit of the Main Library. Checks materials in and out, answers questions and/or routes patron inquiries, registers patrons for library cards, collects fees, generates various reports using the library’s software programs, and assists with shelving. Works at other service points in Main Library as part of cross-scheduling training as assigned. Work is performed with independence under the supervision of the Library Circulation Manager.

Although this position is based at the Main Library, the selected candidate may be asked to work at other locations as needed.

ESSENTIAL FUNCTIONS

The essential functions listed below are those that represent the majority of the time spent working in this class. Management may assign additional functions related to the type of work of the class as necessary.

• Performs a variety of clerical tasks in support of department functions, including but not limited to establishing and maintaining files and maintaining computer record-keeping functions.
• Assist customers and other department employees by responding to questions.
• Greets and directs visitors, as and when appropriate; resolves routine administrative problems and answers inquiries concerning office activities.
• Sorts, screens, and distributes incoming and outgoing mail; drafts or prepares responses to routine inquiries; prepares photocopies and facsimiles.
• Tracks and processes purchase requisitions, purchase orders and invoices on computer; assures that vendors receive payment in a timely manner and investigates any outstanding purchase orders, invoices or inquiries from vendors, employees or others.
• Assist in the preparation of payroll by collecting timesheets and completing the department’s timesheets for approval and forward to payroll.
• Prepares invoices for accounts receivable.
• Prepares various departmental reports that may include cost expense, budget analysis, travel vouchers, personnel changes, modifications, requisitions for purchasing, work management programs for update of input, data, personnel, and equipment.
• Arranges meetings and conferences, schedules interviews and appointments, and performs other duties related to maintaining one or more individual schedules.
• Performs related work as assigned
• Support library circulation functions such as registering new borrowers, checking items in and out, pulling holds, shelving materials, processing rounds, stocking displays, collecting fees, and the daily intake and delivery of library materials.
• Answer questions and provide routine information in person, virtually, and over the phone.
• Enforce library policies and procedures in an appropriate manner.
• Assist with collection maintenance, including keeping shelves in orderly condition, shifting books and materials as needed, and emptying the book return as needed.
• Provide excellent customer service in a team-based environment.
• Work at the adult, business, teens, and children’s information desks as part of cross-scheduling training.
• Assist with money handling to include, but not limited to, daily revenue reports, cash register usage, and coin-op machines.
• Check and maintain Main Library’s lost and found.
• Serve on system teams and committees as assigned.
• Assist with special projects that support the library’s strategic plan.

KNOWLEDGE, SKILLS AND ABILITIES

• General knowledge of office or work unit procedures, methods and practices.
• General knowledge of and ability to use correct spelling, punctuation and specialized vocabulary; ability to proofread.
• General knowledge of office accounting and record-keeping procedures, mathematics and their application in the work environment.
• Ability to learn and apply a variety of guidelines applicable to the work process. Ability to use a variety of office equipment.
• Ability to work with people with courtesy and tact in performing public contact duties. Ability to record and compile information based on general guidelines.
• Ability to balance and reconcile figures.
• Ability to screen communications based on predetermined guidelines.
• Ability to gather and give information and instructions regarding the work process and procedures. Ability to learn to use specialized office equipment.
• May require ability to coordinate work of other support staff, student workers or volunteers
• Strong Customer Service skills.
• Strong ability to learn and adapt to new technology.
• General knowledge of library principles, methods, materials, and practices.
• Effective oral, written, and phone communication skills.
• Ability to use personal computers, word processing, and spreadsheet software.
• Ability to work pleasantly and effectively with people of all ages and backgrounds.
• Ability to establish and maintain effective working relationships with library employees and patrons.
• Ability to work both independently as well as collaboratively in a team environment.
• Must be able to lift, push, and carry up to 40lbs.

MINIMUM EDUCATION AND EXPERIENCE REQUIREMENTS

• High School Graduation or GED equivalent.
• One (1) year of customer service, clerical support or related experience preferred.

PREFERRED QUALIFICATIONS

Ability to speak Spanish a plus.

PHYSICAL DEMANDS:

• Physical demands refer to the requirements for physical exertion and coordination of limb and body movement.
• Performs sedentary work that involves walking or standing some of the time and involves exerting up to 10 pounds of force on a regular and recurring basis or sustained keyboard operations

UNAVOIDABLE HAZARDS (WORK ENVIRONMENT):

Unavoidable hazards refer to the job conditions that may lead to injury or health hazards even though precautions have been taken.

• None.

SPECIAL CERTIFICATIONS AND LICENSES:

• None.

AMERICANS WITH DISABILITIES ACT COMPLIANCE

Durham County is an Equal Opportunity Employer. ADA requires Durham County to provide reasonable accommodations to qualified persons with disabilities. Prospective and current employees are encouraged to discuss ADA accommodations with management.

STANDARD CLAUSES

May be required to work nights, weekends, holidays and emergencies (man-made or natural) to meet the business needs of Durham County. This job description is not designed to cover or contain a comprehensive listing of essential functions and responsibilities that are required of an employee for this job. Other duties, responsibilities, and activities may change or be assigned at any time with or without notice.

ESSENTIAL SAFETY FUNCTIONS

It is the responsibility of each employee to comply with established policies, procedures and safe work practices. Each employee must follow safety training and instructions provided by their supervisor. Each employee must also properly wear and maintain all personal protective equipment required for their job. Finally, each employee must immediately report any unsafe work practices or unsafe conditions as well as any on-the-job injury or illnesses. Every manager/supervisor is responsible for enforcing all safety rules and regulations. In addition, they are responsible for ensuring that a safe work environment is maintained, safe work practices are followed and employees are properly trained

Durham County Government is an Equal Opportunity Employer