C&T Generic Job Description

Catalog Assistant II

Grade B

Representative Duties:

• Searches for bibliographic information in database, catalog and/or files with supplied source material.
• Uses computer terminal to input and retrieve data.
• Receives, verifies, sorts and records the receipt of serials and monographs. Adds issues. Maintains and updates holding records. Claims missing issues. Prepares serials for binding.
• Maintains catalog card files. Identifies and corrects discrepancies.
• Prepares material for microfilming. Inspects film for quality and completeness.
• May instruct or provide work direction.
• Performs clerical functions incidental to library activities.
  Family: Library
  Job Code: 963 Date: 2/89

  The job duties listed above are representative and characteristic of the duties required and the level of the work performed in the job title. The duties will vary from incumbent to incumbent in the job title.
  

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Yale University Clerical and Technical Job Description
Job: 963 Catalog Assistant II Grade B

Required Knowledge:

• General knowledge, high school level; detailed but narrow knowledge in one or several work-related areas; general acquaintance with broader field of knowledge.
• Limited acquaintance with University organizational policies and procedures.

Required Skills:

• Copies data from standard or easily understandable formats.
• Routine use of a major library catalog or reference database.
• Files already labeled material using a straightforward alphabetical, numerical or chronological system.
• Understands non-routine notes, written instructions and general policy statements.
• Writes short, informal notes, fills out simple forms.
• Regular skilled use of more complex machines including word processors or personal computers.

Office and Administrative Skills:

• Keyboards materials that regularly include medical or legal terminology or foreign languages.
• Formats, stores and files data on a personal computer to generate basic, pre-established reports.
• Schedules appointments in allotted times.
• Screens and refers callers and visitors to the appropriate individual.

Experience, Education and Formal Training:

• Two years of related work experience and a high school level education, or an equivalent combination of experience and education.

Complexity and Organization:

• Limited variety of job tasks requiring coordinating steps/procedures.

Interpersonal Relations:

• Some involvement outside immediate unit.
• Offers or obtains specialized information and provides assistance on general matters.
• Understands and conveys more complex messages and instructions and takes action accordingly.

Supervisory Guidelines:

• Work is subject to general review on an occasional basis.
• Supervisor and incumbent plan, assign and schedule work jointly.
• Instruction provided in all new situations, methods and procedures.

Independent Judgment:

• Established procedures/policies govern most work situations.
• Occasional exercise of independent judgment or initiative.
• Problems solved by using established procedures.

Leadership Responsibility:

• Occasionally provides general orientation to routine procedures/policies.

Impact and Consequence of Error:

• Work affects outside the work unit but rarely outside the University.
• Errors are somewhat difficult to recognize and correct and can cause harm or financial loss to individuals, departments, and the University or to other individuals and groups.

Working Conditions:

• Slight possibility of safety risks.
• Occasional conflicting demands, time pressure, deadlines or emergencies.
• Some sustained concentration.
• Some physical effort or dexterity.
  

 

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Example 1

Catalog Assistant II (963)
Salary: B

General purpose:
Provide catalog assistance for Japanese language materials.

Essential duties of position:
1. Search for bibliographic information in Japanese in databases, catalogs and/or files with supplied source material.
2. Use a computer terminal to input and retrieve data.
3. Maintain files. Identify and correct discrepancies.
4. May instruct or provide work direction.

Experience and training:
1. Two years of related work experience, and a high school level education; or an
equivalent combination of experience and education.

Skills and abilities:
1. Minimal keyboarding skills.
2. Working knowledge of Japanese language.

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Example 2

Catalog Assistant II (963)
Salary: B

General purpose:
The LSF houses infrequently used materials in environmental conditions ideal for long-term preservation of the collections. The shelving facility does so with attention to minimizing reader inconvenience and to maximizing the economic savings of
using off-campus space. The LSF operates with daily production goals set by the Manager, transferring items from the campus libraries into a dirt-free shelving module maintained at 50 degrees Fahrenheit and 30% humidity, with a service goal of retrieving and delivering needed items within one day of request.

The successful incumbent must attend assigned training and safety sessions in workflow ergonomics, safety practices, and specific tasks and must perform all tasks following strict safety guidelines. He/she will be required to become certified in the proper use of an order picker after job training. Work will be performed in a low temperature and low humidity environment. Applicants predisposed to severe sinusitis, bronchitis, dry eyes, or underlying circulation or heart disease may find the work environment detrimental to their health.

Under the supervision of the Manager, Library Shelving Facility (LSF), and in a team environment, the successful incumbent will perform a variety of tasks necessary for the efficient operation of the LSF. He/she performs bibliographic preparation as directed at campus libraries for items to be transferred to LSF. Retrieves items from stacks and conducts searches for items in Orbis. Off-campus, may perform clerical functions incidental to delivery and shelving activities, including assembling, moving and lifting book trays; cleaning items; filling trays with items according to size; preparing and filling
orders; and data entry.

Essential duties:
1. On campus, performs bibliographic preparation of items to be transferred to the LSF. Edit and update ORBIS item, copy holdings, and MARC holdings records according to established policies and procedures. Identify problems with ORBIS records and correct them as directed. Identify and refer problems beyond the scope of established guidelines to the appropriate staff person. Assist with maintaining on-line and paper files. Prepare items for transfer to LSF.
2. At the LSF, may perform various duties, including, for example: drive 1.5 ton step van; lift totes weighing up to 50 pounds, roll book trucks on a variety of surfaces including inclines; operate an order picker within the shelving module; clean books; assemble trays; enter data into inventory system, and load items on book trucks.

Experience and Training:
1. Two years of related work experience and a high school level education; or an equivalent combination of experience and education.
2. Experience with computer data entry.
3. Demonstrated experience working successfully in a multi-task and team environment, performing rotating tasks.
4. Valid CT drivers' license with a good driving record.

Skills and Abilities:
1. Minimal keyboarding skills.
2. Demonstrated customer service attitude.
3. Ability to lift 50 pounds. Ability to work in a low temperature and low humidity environment. Ability to stand for extended periods of time, climb stairs, push heavy book trucks, and work in an environment with dust/and or mildew present.
4. References indicating excellent attendance and punctuality, the ability to work in a fast-paced environment but with strong attention to accuracy and detail, and diligent performance.
5. Preferred: Previous experience working with an on-line library circulation system. Knowledge of at least one of the following computer applications: email, word processing, and/or spreadsheet.

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