Skip to the content of the web site.

Circulation Desk Coordinator (Davis)

Department: Library - Circulation Services Effective Date: May, 2012
Grade: USG 5 Reports to: Manager, Lending Services

General Accountability

The incumbent is a member of the Lending unit within the Circulation Services department and is accountable to the managers of the unit for: training and scheduling full-time and casual staff for work at the Davis circulation desk; directing the casual desk staff working at the Davis circulation desk; the smooth operation of the Davis circulation desk; coordinating the administration of the procedures associated with the fines and cash at Davis; liaison with university departments for registering patrons that fall outside usual categories; the maintenance of full-time Davis staff attendance records and vacation entitlements; and the compilation of a variety of statistical data for the Lending unit.

Nature and Scope

The Lending unit consists of circulation desk and reserves activity; library security; and a wide variety of related activities. The incumbent’s primary responsibilities are: to work with Managers and with Evening and Weekend supervisors in the department to develop the Davis schedule for full-time and casual staff working the circulation desk; to train new staff in the online system and in desk practises; to ensure the smooth operation of the circulation desk;  to work with Managers and trainers in the department to coordinate the activities required for the successful implementation of fines policies at the Davis Library; to work closely with the Patron Accounts staff member at Porter in a number of areas, for example, ensuring that core fines procedures are identical at the two locations; to work with other university departments for the purpose of registering patrons that do not come under usual patron categories.

The incumbent works with the Davis Evening and Weekend Supervisors to develop an appropriate circulation desk schedule for casual staff on a term-by-term basis. In cooperation with the Porter desk scheduler, she populates the schedule with appropriately trained casual staff. On a weekly basis, the incumbent develops this schedule further to incorporate full-time staff during weekdays. On a daily basis she manages any last-minute adjustments to the Davis desk schedule, utilizing the budget as appropriate and monitoring the progress of the budget.

Further, the incumbent is responsible for training full-time and casual staff in the use of the online circulation system and in circulation procedures. This responsibility includes training staff from UW libraries that are new to the TRELLIS system, and in this capacity she also acts as an ongoing resource to those staff on matters relating to issues arising from their use of the circulation module. She participates in revising training procedures and in providing review sessions. The incumbent also ensures the smooth operation of the circulation desk at Davis, which includes acting as an ongoing resource to other staff on policies and practises to ensure the provision of excellent customer service. Other duties associated with this responsibility include ensuring that the desk is appropriately supplied, that the daily workflows of desk activity operate smoothly, and that casual staff members working at the desk during the weekday are directed appropriately in their duties.

In the area of fines policies, sanctions are imposed on delinquent borrowers in accordance with the Lending Policy of the TriUniversity Group of Libraries (TUG). The incumbent runs and analyzes reports to identify and resolve potential fines issues in a timely way; and resolves patron disputes concerning fines and replacement charges. The incumbent also works with counterparts at other TUG libraries in order to resolve fines issues. Library patrons may appeal the resolution of a dispute to the Head of Circulation Services. The incumbent has the responsibility for revising and developing fines practices in close cooperation with the Library Assistant: Patron Accounts at the Porter Library. The incumbent also shares responsibility with departmental managers for problem-solving issues associated with ensuring accurate patron records.

The incumbent develops cash procedures in close cooperation with the Library Assistant: Patron Accounts at Porter, maintains cash records, trains other staff assigned to balance cash and, in rotation with others, also balances the daily cash and prepares bank deposits. Among the responsibilities associated with these duties are: providing liaison with the Registrar and Financial Services Office; ensuring that cash procedures adhere to generally accepted principles for cash management at UW; providing liaison with other UW libraries, (including the Federated and Affiliated College libraries) and the TUG partners; and maintaining records and procedures.

The incumbent is also responsible for the collection of statistical data from various areas within the Lending unit, and for producing a consolidated Annual Statistical report on behalf of all Circulation Services units. This duty involves compiling the data into tables and producing graphical representations for review by the managers.

The incumbent records Davis Circulation Services staff attendance and use of vacation entitlements.

On occasion she backs up the Library Assistant: Payroll in the duties associated with ensuring that casual staff are paid accurately and on time.

The incumbent also shares with other members of the department the tasks associated with providing circulation services by typically working a daily, two-hour shift at the circulation desk. As a front-line service provider and trainer, she is expected to apply high-quality customer service skills as trained by the department.  On occasion, and to fill in for an absent Evening, Weekend, or Weekend-Evening Supervisor, the incumbent may be required to work an evening or weekend shift, which includes supervising the work of casual staff.

Statistical Data

Specific Accountabilities

  1. Develop the schedule for full-time staff working at the circulation desk throughout the week to ensure that the desk is appropriately staffed.

  2. Act as a resource to other staff, and ensure the smooth operation of workflows at the circulation desk.

  3. Develop the schedule for casual staff working at the circulation desk throughout the term in order to ensure that the desk is appropriately staffed.

  4. Monitor the ongoing expenses associated with casual desk staff to ensure the budget is maintained.

  5. Train full-time and casual staff, and staff from affiliated libraries new to the system, in the use of the online circulation system.

  6. Coordinate fines activities at the Davis Centre Library and develop new fines practices as needed and in consultation with others, maintaining appropriate records.

  7. Liaise with various UW departments, and with Federated and Affiliated libraries and other university libraries on fines-related and patron record-related issues.

  8. Provide liaison with academic departments requiring special library arrangements: developing and maintaining records of any special arrangements.

  9. Develop and maintain cash records, balance cash, and train other staff to balance and deposit the daily cash.

  10. Maintain staff attendance records.

  11. Maintain monthly statistics for the Lending unit, and compile the Circulation Services Annual Statistical Report.

  12. Provide assistance to the Library Assistant: Payroll.

  13. Share in the provision of circulation services.

  14. Supervise and organize the work of the casual staff when called upon to work evenings or weekends when the supervisor is unavailable.

Working Conditions