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Clerk, Witer Learning Resource Centre (WLRC)

Department: School of Optometry Effective Date:

October, 2011

Grade: USG 3 Reports to: Optometry Circulation Supervisor

General Accountability

The incumbent is accountable to the Optometry Circulation Supervisor for providing circulation and basic information service at the Witer Learning Resource Centre (WLRC) Circulation desk. Additional primary responsibilities include photocopying TUGdoc/RACER/Alumni article requests, processing new books and serials for addition to the collection and preparing items for binding. Additional clerical duties include maintaining supplies, preparing statistics, updating various collection lists and instructional guides. The incumbent is also the backup to the Circulation Supervisor for time sensitive circulation duties.


Nature and Scope

The WLRC is housed in the School of Optometry, the only English speaking optometry school in Canada. The WLRC is a learning resource centre in the University of Waterloo (UW) Library system. The WLRC’s primary clients include Optometry, graduate and International Optometric Bridging Program (IOBP) students, faculty and staff. In addition, specific information services are available for alumni and optometric and general community users.

The WLRC team consists of three full-time School of Optometry staff and one Liaison Librarian. The WLRC Circulation Supervisor and Information Associate report to the Liaison Librarian. The clerk and the library attendants report to the Circulation Supervisor. He/she works cooperatively with the members of the team in a busy, rapidly changing service-oriented environment. In addition, four or five part-time casual staff are employed each term as library attendants to provide evening and weekend circulation services.

To ensure effective operation of the WLRC, staff maintains close working relationships with other faculty and staff within the School of Optometry community. Regular communication with staff at other UW libraries is also essential for the provision of standardized campus-wide library service.

Circulation and Information Service

The WLRC provides information and circulation activities from a combined circulation desk. The incumbent is required to know circulation rules and procedures in order to carry out circulation activities.

The incumbent provides information services to WLRC clients by responding to information and directional questions received in person, electronically or by telephone. Provision of information service involves analyzing and interpreting clients’ queries and helping them locate and use library resources. He/she is required to possess a working understanding of optometric and ophthalmic terminology and is knowledgeable of the school’s curriculum and materials on reserve. The incumbent has experience providing basic information services including searching Voyager, Primo, and relevant research databases and assisting patrons with RACER requests. He/she is aware of resources available to clients including print, multimedia and internet resources, including resources licensed to UW and those available freely online. The incumbent passes complex questions to the Information Associate or Liaison Librarian. The optometry computer lab sits within the WLRC therefore the clerk also provides basic troubleshooting for access and printing issues.

Provision of circulation and information services to WLRC clients account for approximately 50% of this position.

TRELLIS Modules Processing Activities

The incumbent is responsible for photocopying of TUGdoc/RACER /Alumni article requests, processing new books and serials for addition to the collection and preparing items for binding and cataloguing thesis. The incumbent is also the backup to the Circulation Supervisor for time sensitive circulation activities which include reserves and processing of TUGdoc/RACER/Alumni requests.

The incumbent must have an in-depth knowledge of the Tri-University Group of Libraries (TUG) integrated library system, TRELLIS library catalogue, RACER interlibrary loan system, Voyager circulation module and e –reserves processing using ARES. He/she is required to know basic TRELLIS cataloguing and circulation rules and procedures and be familiar with the Acquisitions module records. The incumbent must also be able to identify problems with item records. Generation of Cognos reports is required to run circulation statistics.

Provision of circulation related processing account for approximately 30% of this position.

Clerical Activities

The incumbent uses TRELLIS, the library website and Microsoft Office to check and update specialized collection lists and instructional guides. Examples include acquisition lists, theses, booklists, mini-guides and serial lists. The incumbent is responsible for monitoring use of basic supplies including photocopy material and diagnostic drugs. On a monthly basis, the incumbent collects and reports information statistics. He/she assists with training of casual staff.

Provision of clerical activities account for approximately 20% of this position.


Statistical Data

Specific Accountabilities

Working Conditions