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Secretary: Cataloguing Department

Department: Library - Cataloguing Effective Date: Feb. 1999
Grade: USG 4 Reports to: Manager, Cataloguing

General Accountability

This position is accountable to the Manager, Cataloguing Department for the provision of secretarial support and for maintaining the Department's manual authority file and the statistical and personnel records.

Nature and Scope

This position is located in the Cataloguing Department and is one of four reporting to the Manager: Cataloguing. The others are the Supervisor: Derived Cataloguing, the Supervisor: Holdings Maintenance and one Librarian Cataloguer.

The incumbent provides confidential secretarial support to the Manager and Supervisors of the Cataloguing Department and is the Department's receptionist. She/he is also responsible for maintaining personnel records for Department staff and for transmitting this information to the Library Office as required.

The incumbent is also responsible for ordering and maintaining departmental supplies and monitoring the supplies budget. She/he prepares and distributes updates to the departmental procedures manuals and the TUG MARC coding manuals. The incumbent is also responsible for maintaining the machine readable files containing these manuals.

The incumbent is responsible for running cataloguing reports generated from TRELLIS in Impromptu. She/he assists in locating items on the report for rush processing of titles not yet catalogued. She/he is also responsible for assembling statistical data and preparing the required statistical reports. Data may be completed manually or from TRELLIS reports.

The incumbent maintains the department’s manual authority file. She/he types, revises and files all authority records received from each of the libraries’ cataloguing units and the federated and affiliated colleges. She/he also returns maintenance forms to library staff requesting notification following the completion of a requested change.

The incumbent maintains the file of original computer diskettes for titles in the libraries’ collections. She/he copies diskettes to be placed in the circulating collection as required. The incumbent also assists with holdings maintenance and item preparation as time permits.

Statistical Data

Specific Accountabilities

  1. To provide confidential secretarial support to the Cataloguing Department’s managers and to act as the Department's receptionist. 
  2. To assemble statistical data manually and from TRELLIS and prepare the Department's statistical reports. 
  3. To maintain departmental personnel records. 
  4. To maintain the machine readable files containing the Department's procedural manuals and the TUG MARC coding manual, and to ensure distribution of updates to the appropriate library personnel. 
  5. To maintain the cataloguing manual authority file by typing, revising and filing cards.
  6. To maintain the Department’s supplies and monitor the supplies budget.
  7. To prepare maintenance forms for selector notification.
  8. To maintain the file of original computer diskettes and to make copies for the circulating collection as required.
  9. To assist with holdings maintenance and item preparation as time permits.

Working Conditions