Job Title: Assistant Business Admin. /Local Admin.

& Operations Manager

Current Employee(s): Part-time employee

Reports to: Business Manager

Supervises: Not applicable

Date of Late Revision: July-2018

Position and Benefit Status: FLSA non-exempt/ Pro-rated sick and vacation based on hours of average
workweek.

SUMMARY: Assistant Business Administrator assists Business Manager as needed in preparation of

invoices, banking transactions and other office associated tasks. Local Admin/Operations Manager is
responsible for being the single point of contact for consortium-level technical information. Responsible
for installing and upgrading software, locally-set system settings, creating and running statistical reports,
and submitted trouble tickets to the IT Helpdesk.

ESSESTIAL FUNCTIONS: Work is performed primarily in a library environment while standing at a

counter for extended periods of time or sitting at a desk using a computer.

PHYSICAL DEMANDS: The physical demands described here are representative of those that must be
met by an employee to perform successfully the essential functions of this job. Reasonable
accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to sit; use hands to finger,
handle, or feel using a computer keyboard; talk or hear including the use of a telephone; and hear with
background noise. The employee frequently is required to stand, walk, reach with hands and arms; and
stoop, or kneel; sometimes standing for lengthy periods of time. The employee must be able to regularly
to lift and/or move up to 25 pounds and push a fully-loaded book cart weighting up to 75 pounds.
Specific vision abilities required by this job include close vision, distance, vision, color vision, peripheral
vision, depth perception and ability to adjust focus.

WORK ENVIRONMENT: The work environment characteristics described here are representative of
those an employee encounters while performing the essential functions of this job. Reasonable
accommodations may be made to enable individuals with disabilities to perform the essential functions.

The noise level in the office work environment is usually moderate with frequent occasions of multiple
conversations in process. While working in a library environment, the employee may be exposed to
dust, loud noises, vibrations, fumes and odors, communicable diseases, wetness/humidity, darkness or
variable lighting.

Assistant Business Administrator

Essential duties include:

 Receives all incoming mail

 Enters deposits received into accounting system
 Enters invoices processed into accounting system
 Reconciles bank accounts monthly
 Prints and distributes a variety of internal documents and memos
 Organizes, maintains and inventories central supply closet for facilities and staff

Local Admin/Ops Manager

Essential duties include:

 Monitors failed library patron email returns

 Sets up or deletes mail accounts for new or departing employees
 Makes staff account changes as needed
 Runs and edits library statistical reports
 Manages email server and assists staff members in managing their email accounts
 Assists in software testing and upgrades
 Assists with offline procedures when needed

MINIMUM REQUIREMENTS:

This position requires an Associate degree or equivalent. Experience or education in bookkeeping.

Skilled in the use of computers, software, and Internet searching.

ADDITIONAL DESIRABLE QUALIFICATIONS:

Good organizational skills, knowledge of principles, methods and practices in a public library; ability to
establish and maintain effective working relationships with community members and staff; skilled in
oral, written and interpersonal communication. Ability to learn new and emerging technologies.
Knowledge of database software, Office suite applications, HTML, library automation and related
software.
Job Title: Branch Manager (may also have other duties)

Current Employee(s): Full-time employee

Reports to: Branch Outreach Manager

Supervises: Branch staff

Date of last revision: 2018

Position and Benefit Status: FLSA exempt. Full Time/Salaried. Social Security contributions are not
made on behalf of the employee, otherwise full benefits are included.

SUMMARY: Is responsible for the smooth operations of a Branch library and library services at that
location. Acts as direct supervisor for all branch staff.

ESSENTIAL FUNCTIONS: Work is performed primarily in a library environment while standing at a

counter for extended periods of time or sitting at a desk using a computer.

PHYSICAL DEMANDS: The physical demands described here are representative of those that must be
met by an employee to perform successfully the essential functions of this job. Reasonable
accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to sit; use hands to finger,
handle or feel using a computer keyboard; and talk or hear including the use of a telephone; and hear
with background noise. The employee frequently is required to stand; walk; reach with hands and arms;
and stoop, or kneel, sometimes standing for lengthy periods of time. The employee must be able
regularly to lift and/or move up to 25 pounds and push a fully-loaded book cart weighing up to 75
pounds. Specific vision abilities required by this job include close vision, distance vision, color vision,
peripheral vision, depth perception and ability to adjust focus.

WORK ENVIRONMENT: The work environment characteristics described here are representative of
those an employee encounters while performing the essential functions of this job. Reasonable
accommodations may be made to enable individuals with disabilities to perform the essential functions.

The noise level in the office work environment is usually moderate with frequent occasions of multiple
conversations in process. While working in a library environment, the employee may be exposed to
dust, loud noises, vibrations, fumes and odors, communicable diseases, wetness/humidity, darkness or
variable lighting.
ESSENTIAL DUTIES:

 Plans and coordinates the operation of a branch library by carrying out library policies to provide
quality library services to a diverse group of patrons of different ages, ethnicities, socio-
economic and education levels
 Performs public service to such a degree that it becomes excellent public relations for the library
 Participates in the recruitment, hiring, orientation, training, and evaluation of all branch
personnel
 Plans, directs, supervises and evaluates the work of the part-time and full-time employees;
prepares work assignments; conducts training; completes employee performance appraisals,
and recommends promotions and incentive increases
 Schedules and maintains adequate staffing levels
 Prepares annual staff performance evaluations
 Provides accurate attendance and leave records to administration to insure proper payroll for
staff
 Makes recommendations and assists in collection development for the branch, working within
an assigned budget and deadline
 Assists in developing annual goals for the branch
 Oversees all areas of branch programming, including adults, teens, and children
 Provides reader’s advisory and reference service to patrons
 Accounts for all branch income and provides accurate and timely records of branch finances
 Regularly inspects building and grounds to insure that they are properly maintained
 Keeps all necessary statistics for monthly and annual reports
 Assists in monitoring the behavior and conduct of library patrons and library staff
 Monitors the overall security of the branch
 Performs other duties as required
 Requires weekend and evening hours
 Is regular and punctual in attendance

MINIMUM REQUIREMENTS:

Undergraduate degree required; MLIS degree from an ALA accredited college or university preferred;
excellent written and verbal communication skills; a knowledge of current fiction, non-fiction, and
reference resources; excellent customer service skills; previous supervisory experience. Skilled in the use
of computers, software and Internet searching.

ADDITIONAL DESIRED QUALIFICATIONS:

Good organizational skills, knowledge of principles, methods and practices in a public library; ability to
establish and maintain effective working relationships with community members and staff; skilled in
oral, written and interpersonal communication.
Job Title: Youth Services Specialist

Current Employee(s): Full-time employees

Reports to: Executive Director

Supervises: Circulation staff when acting as person in charge of building

Date of last revision: July-2018

Position and Benefit Status: FLSA exempt. Full Time/Salaried. Social Security contributions are not made
on behalf of the employee, otherwise full benefits are included.

SUMMARY: Plans, coordinates and implements a dynamic program of library services to children and
teens, birth to age 17. This includes the annual Summer Reading Program.

PHYSICAL DEMANDS: The physical demands described here are representative of those that must be
met by an employee to perform successfully the essential functions of this job. Reasonable
accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to sit; use hands to finger,
handle or feel using a computer keyboard; and talk or hear including the use of a telephone; and hear
with background noise. The employee frequently is required to stand; walk; reach with hands and arms;
and stoop, or kneel, sometimes standing for lengthy periods of time. The employee must be able
regularly to lift and/or move up to 25 pounds and push a fully-loaded book cart weighing up to 75
pounds. Work requires clear speech and visual hearing acuity. Specific vision abilities required by this job
include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust
focus.

WORK ENVIRONMENT: The work environment characteristics described here are representative of
those an employee encounters while performing the essential functions of this job. Reasonable
accommodations may be made to enable individuals with disabilities to perform the essential functions.

The noise level in the office work environment is usually moderate with frequent occasions of multiple
conversations in process. While working in a library environment, the employee may be exposed to
dust, loud noises, vibrations, fumes and odors, communicable diseases, wetness/humidity, darkness or
variable lighting.
ESSENTIAL DUTIES:

 Plans and presents literacy and literature based, age-appropriate programs for the public,
specifically ages birth to 17, including the Summer Reading Program
 Provides readers advisory services for children and teens
 Answers reference questions for children and teens
 Instructs patrons on the use of library resources
 Is responsible for collection development in the children’s libraries
 Promotes the library by offering tours and activities for groups on a regular basis and as
resources allow
 Promotes the library by speaking and presenting programs to outside groups (including schools)
 Assists in keeping the Department neat, organized, and inviting using displays, bulletin boards
etc.
 Designs program flyers and other promotional materials as needed
 Works circulation as needed
 Acts as person in charge when Branch Manager and Circulation Supervisor are absent

MINIMUM QUALIFICATIONS:

High School diploma or general education degree (GED). (College degree in associated field preferred).
Knowledge of children and teen literature, reading programs and activities. Ability to be creative,
imaginative and resourceful when planning and presenting programs. Ability to read aloud with
expression and enthusiasm. Skilled in oral, written and interpersonal communication. Self-motivated
and able to stay on task. Consistent attendance and punctuality.

ADDITIONAL DESIRABLE QUALIFICATIONS:

Previous library experience. Experience working with children’s programming. Excellent customer
service skills. Familiarity with automated library systems. Knowledge of 3D printing and equipment.
Keyboarding skills.
Job Title: Director

Current Employee(s): Full-time employee

Reports to: Southern Oklahoma Library System Board of Trustees

Supervises: (Direct reports) Branch/Outreach Manager, Business Manager, Head of IT,

Technical Services Librarian, Marketing/Public Information Specialist, Reference/Adult Services
Librarian, Youth Services Specialist

Date of Last Revision: July-2018

Employment Status: FLSA exempt. Full Time/Salaried. Social Security contributions are not made on
behalf of the employee, otherwise full benefits are included.

SUMMARY: Is responsible for planning, organizing, managing, administering and evaluating all aspects
of library service for the Southern Oklahoma Library System and Board of Trustees.

PHYSICAL DEMANDS: The physical demands described here are representative of those that must be
met by an employee to perform successfully the essential functions of this job. Reasonable
accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to sit; use hands to finger,
handle or feel using a computer keyboard; and talk or hear including the use of a telephone; and hear
with background noise. The employee frequently is required to stand; walk; reach with hands and arms;
and stoop, or kneel, sometimes standing for lengthy periods of time. The employee must be able
regularly to lift and/or move up to 25 pounds and push a fully-loaded book cart weighing up to 75
pounds. Specific vision abilities required by this job include close vision, distance vision, color vision,
peripheral vision, depth perception and ability to adjust focus.

WORK ENVIRONMENT: The work environment characteristics described here are representative of
those an employee encounters while performing the essential functions of this job. Reasonable
accommodations may be made to enable individuals with disabilities to perform the essential functions.

The noise level in the office work environment is usually moderate with frequent occasions of multiple
conversations in process. While working in a library environment, the employee may be exposed to
dust, loud noises, vibrations, fumes and odors, communicable diseases, wetness/humidity, darkness or
variable lighting.
ESSENTIAL DUTIES:

 Administers the overall library program in accordance with Board policies and within the
confines of local, state and federal laws
 Works with Local and State funding agencies to provide the best possible services for library
staff and patrons.
 Prepares, submits and defends budget requests and expenditures for the Board, county, state
and federal sources and is responsible for executing those budgets in a prudent manner.
 Approves and oversees expenditures, assuring good fiscal management; directs library
purchases, including vendor negotiations.
 Supervises staff including selecting or recommending selections, training, assigning and
evaluating work, counseling, disciplining, and terminating or recommending termination.
 Collect, assemble and disseminate statistical information as required for federal E-rate funding,
Board of Trustees and grant opportunities, develops and implements policies, procedures, and
guidelines for use of library resources.
 Oversees and approves all material selections.
 Monitors and oversees the physical condition of eight (8) libraries, makes recommendations for
maintenance and repair.
 Plans and evaluates programs and services, identifying impact to the community, funding
requirements and income solutions.
 Prepares or oversee preparation of public information and marketing for all locations in all
available formats.
 Is available for public presentations regarding library services.
 Develops long range plans and strategic plans for services, facility needs and modifications in
conjunction with Library Board.
 Keeps abreast of professional trend, reads journals, participates in state and national
associations and applies knowledge gained for local implementation.
 Initiates and manages all grants for library system; researches alternative sources of funding for
ongoing and special projects; directs the development, administration and evaluation of grant
programs.
 Other areas of responsibility may include risk management, inventor, technology management,
grant writing, cataloging, etc.

MINIMUM REQUIREMENTS:

Master’s Degree in library science from an ALA-accredited school; Library certification from the state of
Oklahoma; five (5) years’ experience in library administration with progressive responsibilities; proven
ability to obtain and administer grants; ability to work courteously with staff and public; knowledge of
employment laws; current, valid driver’s license.
Job Title: Circulation Manager

Current Employee(s): Full-time employee

Reports to: Director

Supervises: Circulation staff

Date of last revision: July-2018

Position and Benefit Status: FLSA exempt/ full benefits/ Social Security contributions are not made on
behalf of the employee.

SUMMARY: Responsible for the smooth circulation operations of the Southern Oklahoma Library
System (This includes all branch libraries).

ESSENTIAL FUNCTIONS: Work is performed primarily in a library environment while standing at a

counter for extended periods of time or sitting at a desk using a computer.

PHYSICAL DEMANDS: The physical demands described here are representative of those that must be
met by an employee to perform successfully the essential functions of this job. Reasonable
accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to sit; use hands to finger,
handle or feel using a computer keyboard; and talk or hear including the use of a telephone; and hear
with background noise. The employee frequently is required to stand; walk; reach with hands and arms;
and stoop, or kneel, sometimes standing for lengthy periods of time. The employee must be able
regularly to lift and/or move up to 25 pounds and push a fully-loaded book cart weighing up to 75
pounds. Specific vision abilities required by this job include close vision, distance vision, color vision,
peripheral vision, depth perception and ability to adjust focus.

WORK ENVIRONMENT: The work environment characteristics described here are representative of
those an employee encounters while performing the essential functions of this job. Reasonable
accommodations may be made to enable individuals with disabilities to perform the essential functions.

The noise level in the office work environment is usually moderate with frequent occasions of multiple
conversations in process. While working in a library environment, the employee may be exposed to
dust, loud noises, vibrations, fumes and odors, communicable diseases, wetness/humidity, darkness or
variable lighting.
ESSENTIAL DUTIES:

 Serves as primary public contact for all circulation related functions.

 Performs public service to such a degree that it becomes excellent public relations for the
library.
 Aids in training of new circulation staff.
 Uses and has advanced understanding of automated library circulation system and keeps
abreast of all changes.
 Fields informational and directional questions and solves problems or refers to others in the
library system when appropriate. Works with other libraries as needed.
 Assists with opening and closing the library.
 Communicates with staff effectively.
 Assists with other special projects as assigned by the Director.
 Regular and punctual attendance.
 Requires weekend and evening hours.
 Other duties as required.

MINIMUM REQUIREMENTS:

High school diploma or general education degree (GED). Excellent customer service skills; previous
supervisory experience; excellent written and verbal communication skills; a knowledge of current
fiction, non-fiction and reference resources; skilled in the use of computers, software and Internet
searching.

ADDITIONAL DESIRED QUALIFICATIONS:

College degree preferred. Good organizational skills; knowledge of principles, methods and practices of
services in a public library; knowledge of literature; ability to establish and maintain effective working
relationships with community members and staff; skilled in the use of audiovisual equipment.
Job Title: Collection Management Coordinator

Current Employee(s): Full-time employee

Reports to: Director

Supervises: Not Applicable

Date of last revision: July-2018

Position and Benefit Status: FLSA exempt/ full benefits/ Social Security contributions are not made on
behalf of the employee.

SUMMARY: Responsible for supporting customer service priority through the selection and acquisition
of information al materials in a variety of formats. Coordinates the development and maintenance of
the Southern Oklahoma Library System’s Digital Library.

ESSENTIAL FUNCTIONS: Work is performed primarily in a library environment while standing at a

counter for extended periods of time or sitting at a desk using a computer.

PHYSICAL DEMANDS: The physical demands described here are representative of those that must be
met by an employee to perform successfully the essential functions of this job. Reasonable
accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to sit; use hands to finger,
handle or feel using a computer keyboard; and talk or hear including the use of a telephone; and hear
with background noise. The employee frequently is required to stand; walk; reach with hands and arms;
and stoop, or kneel, sometimes standing for lengthy periods of time. The employee must be able
regularly to lift and/or move up to 25 pounds and push a fully-loaded book cart weighing up to 75
pounds. Specific vision abilities required by this job include close vision, distance vision, color vision,
peripheral vision, depth perception and ability to adjust focus.

WORK ENVIRONMENT: The work environment characteristics described here are representative of
those an employee encounters while performing the essential functions of this job. Reasonable
accommodations may be made to enable individuals with disabilities to perform the essential functions.

The noise level in the office work environment is usually moderate with frequent occasions of multiple
conversations in process. While working in a library environment, the employee may be exposed to
dust, loud noises, vibrations, fumes and odors, communicable diseases, wetness/humidity, darkness or
variable lighting.
ESSENTIAL DUTIES:

 Promotes excellent customer service support through selection and acquisitions in a timely
manner.
 Reads professional journals, publishers catalogs, online reviews, library reference materials,
keeps abreast of popular materials, and communicates with vendors to select, order and
arrange payments for a full range of public library material.
 Selects and manages leased materials.
 Manages acquisitions and receiving materials. Creates and manages order records using the
acquisitions module of the integrated library system; trains and serves as a resource for other
staff in the process of ordering materials and continued maintenance.
 Authorized to use library credit card to make purchases for the library collection or other
purchases.
 Examines collection on a regular basis to determine deficiencies and orders appropriate titles to
fill library needs.
 Maintains an awareness of local and general interest, events and trends and anticipates demand
for materials. Monitors and reviews book-related web sites to identify emerging areas of
interest.
 Assists with maintenance of the library collection by examining shelves or using computer
reports to identify obsolete, worn or unneeded materials and withdrawing those materials from
the collection.
 Examines donations for possible additions to the collection. Uses collection development criteria
to determine continued usefulness of titles and updates. Replaces titles as necessary.
 Makes decisions regarding series for the system.
 Ensures that the SOLS Collection Development Policy is maintained and in full compliance
including customer complaint form.
 Participates in budget request and process in specific assigned area.
 Provides overall direction and assistance to staff in performing cataloging activities.
 Understands and oversees collection and cataloging rules and standards including Anglo-
American Cataloging rules, Library of Congress Subject Headings, Dewey Decimal Classification
System, MARC, RDA and other cataloging standards and rules.
 Maintains knowledge of current trends in professional cataloging rules and standards.
 Ensures best sellers are available to customers.
 Handles customer service issues related to SOLS’ downloadable content.

MINIMUM REQUIREMENTS:

Master’s degree (M.A., M.S. or MLIS) in related field required; plus five or more year’s job related
experience. Minimum of one year experience in selection/acquisition environment and a specific
knowledge of genre of literature. Strong interest in reading and computer applications.
Job Title: Public Relations/Marketing Specialist

Current Employee(s): Full-time employee

Reports to: Director

Supervises: Marketing Assistant

Date of last revision: July-2018

Position and Benefit Status: FLSA non-exempt/ Pro-rated sick and vacation based on hours of average
work week.

SUMMARY: Serves as liaison between Southern Oklahoma Library System and the public. Establishes
and maintains relationships with all news media in five (5) county area, consumers, local communities,
public interest groups. Coordinates all media for 8 branch libraries to include media releases, graphic
design of print materials, website and social media links to promote library programming and image.

PHYSICAL DEMANDS: The physical demands described here are representative of those that must be
met by an employee to perform successfully the essential functions of this job. Reasonable
accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to sit; use hands to finger,
handle or feel using a computer keyboard; and talk or hear including the use of a telephone; and hear
with background noise. The employee frequently is required to stand; walk; reach with hands and arms;
and stoop, or kneel, sometimes standing for lengthy periods of time. The employee must be able
regularly to lift and/or move up to 25 pounds and push a fully-loaded book cart weighing up to 75
pounds. Specific vision abilities required by this job include close vision, distance vision, color vision,
peripheral vision, depth perception and ability to adjust focus.

WORK ENVIRONMENT: The work environment characteristics described here are representative of
those an employee encounters while performing the essential functions of this job. Reasonable
accommodations may be made to enable individuals with disabilities to perform the essential functions.

The noise level in the office work environment is usually moderate with frequent occasions of multiple
conversations in process. While working in a library environment, the employee may be exposed to
dust, loud noises, vibrations, fumes and odors, communicable diseases, wetness/humidity, darkness or
variable lighting.
ESSENTIAL DUTIES:

 Administers the overall marketing and public information for the Southern Oklahoma Library
System.
 Works with Director to plan events.
 Prepares and oversees all media for programming including press releases, print materials, etc.
 Manages all social media platforms for the library system.
 Directs and develops the production of library print and electronic marketing materials and
communications; provides and oversees brand and content on the library’s website.
 Maintains positive image of library system.
 Speaks to organizations about library programming, history, value, etc.
 Oversees the duties of the Marketing Assistant.
 Keeps abreast of marketing trends as well as library and professional initiatives and applies
knowledge gained for local implementation.
 Enhances library programming and services through public relations campaigns and promotions
to increase public awareness.
 Coordinates design and placement of advertisements, Public Service Announcements (PSAs),
and other media markets.
 Attends meetings and participates in organizations to benefit library’s mission and goals.
 Assists branch managers with planning and marketing programming and library services.
 Other areas of responsibility may include grant writing.
 Works a flexible schedule which may include evenings and weekends.

MIMIMUM REQUIREMENTS:

Undergraduate degree required in related studies such as marketing, journalism public relations.
Excellent written and verbal communication skills, excellent customer service skills, previous experience
in public relations. Skilled in graphic design, computers, social media, and Internet searching.

ADDITIONAL DESIRED QUALIFICATIONS:

Good organizational skills, knowledge of public relations and marketing campaigns; ability to establish
and maintain effective working relationships with community members, staff; skilled in oral, written and
interpersonal communication.
 Reflection:

This assignment allowed me to recognize and implement “real-life” applications for my

future library career. I was grateful to take personnel information that is currently used in the

Southern Oklahoma Library System (SOLS) and conduct research including the ability to review

other library systems and their personnel job titles to compare. Multiple avenues provided me

with information such as an extensive research of academic journals and conversations with

current library directors who were eager to assist in this endeavor. It was invaluable for me to

understand that even in a multi-county library system, the requirements of policies and job

descriptions must meet the demands of specific personnel duties and cater to that of the library

and community needs.

Several new positions were added to the SOLS personnel files including Marketing and

Public Relations Specialist, Youth Services Specialist, and Collection Management Coordinator.

Other revisions were quite extensive with updates from the 1980s and 1990s. For the most part,

all of the descriptions were completely rewritten to adhere to legalities and explanations to meet

current skills in the industry. One interesting “take-away” from the process is that physical

demands are listed across the board for all job positions. Lifting a certain amount of weight or

pushing carts and standing for periods of time are expected of all employees and must be

recorded in the description. The work environment is another area that is addressed for legal

protection and applies to all those who work for the organization. The essential duties are where

the breakdown describing details specific to a particular job are listed. Finally, consistency and

timely reviews are significant when implementing job descriptions and managing personnel. By

following strict procedures and guidelines, the library profession can employ qualified

candidates and safeguard the institution.