The Library Associate for Access Book Depository Services provides assistance and support in fulfillment of the library mission to support the museum’s current and future collections, research, exhibitions, publications, programs, and activities; and the archives mission to preserve records that document the origins, development, achievements, and activities of the museum. The Ingalls Library and Museum Archives serve the museum community by identifying, acquiring, organizing, and providing access to information in accordance with the values of the institution and to fulfill strategic plan initiatives. Reporting to the Access Services and Collections Management Librarian, as a front-line employee the associate has primary responsibility for the circulation of library and archival materials and provides initial assistance to all constituencies both in person and remotely in a friendly and collegial manner. This assistance includes directional assistance, reference inquiries, and equipment use. The position performs resource sharing functions, check-in and check-out of materials, paging and delivery, course reserves, shelving and stack maintenance, oversite of departmental libraries, inventory, and security of the collection. The position also manages all functions related to the off-site book depository including the transfer of items, management of collections, and services.
Requirements and Key Competencies
- Bachelor’s degree (B.A.) in liberal arts with an emphasis in art history or related field. A minimum of two years’ experience in a research or academic library; or equivalent combination of education and experience.
- Employee must be a team player with the ability to effectively communicate with all library and archives constituencies, to prioritize work projects, work independently with limited direction, and assist in all areas of library and archives services. Proficiency in essential functions of integrated library systems (ILS) and OCLC required. Working knowledge of at least one foreign language as well as proficiency in using foreign language dictionaries is preferred. Employee should possess excellent organizational, problem solving, interpersonal, and oral and written communication skills to meet deadlines and quotas. Ability to read, analyze, and interpret complex documents. Ability to write reports and other business documents. Ability to effectively present information in one-on-one and small group situations to supervisors, visitors, vendors, museum management, and staff and respond to queries from all library and archives constituencies is essential. The employee must be familiar with database programs and all components of the Microsoft Office Suite which are used daily. Ability to solve problems and deal with a variety of abstract and concrete variables. Must be able to sustain close attention to detail over a long period of time and interpret complex instructions furnished in written, oral, or schedule form. The library and archives maintain procedure manuals for all processes. Daily communication between the supervisor and incumbent is expected. The employee must occasionally lift and/or move up to 40 pounds. Employee must possess a valid driver's license. The employee will be exposed to dust, dirt, and other possible allergens.
Primary Responsibilities – Access and Depository Management Services
- Circulation services include registering patrons and maintaining patron files, logging patron feedback, check-in and check-out functions, paging of all material types, delivery and retrieval from museum offices, and set up and maintenance of course reserves.
- Conduct opening and closing duties.
- Monitor the library public service areas and stacks and report environmental inconsistencies and emergencies that may impact the library collection and visitors.
- Enforce library and archives policies and procedures.
- Maintain circulation statistics.
- Collection management responsibilities include oversight for the safety of materials in all areas of the library including reference, library lounge, archives, and all stack areas; departmental libraries, and office shelving throughout the museum.
- Conduct ongoing inventory and assessment of the entire collection; track and report lost, missing and damaged material for debt collection.
- Participate in space planning and shifting.
- Make recommendations regarding collection management policies.
- Maintain proficiency in all essential functions of integrated library system.
- Maintain collection management statistics.
- Manage the transfer of library materials from on-site storage to the book depository. Select items for transfer based on written protocols and instructions from supervisor, pack and label boxes according to written protocols, enter tracking data into established systems, and deliver boxes to the off-stie depository.
- Manage depository collections ensuring their safety and security. Retrieve items from the depository for patron use as per written protocols. Scan pages for patron use and/or interlibrary loan to ILL partners. Maintain all documentation and statistics regarding depository services. Report any issues with depository maintenance or security to supervisor in a timely manner.
Secondary Responsibilities The incumbent may be trained to perform one or more secondary tasks to assist throughout the library and archives as needed.
- Process materials designated for in-house files including researching names in ILS, and under the supervision of the Catalog Librarian creating new records when necessary and utilizing national cataloging standards including MARC.
- Process library materials: book plating, spine labeling, RFID tagging, counting, checking status and call number in ILS, and entering book plate information into the retrospective database.
- Basic book repairs and preservation activities including pam binding, creating pockets and four flap enclosures, creating protective covers for book jackets, and tipping errata and other lose materials into bindings. File and shift new library materials into the cataloging backlog.
- Retrieve mail from distribution services and deliver to library staff as needed.
- Participate on library and museum-wide Teams as assigned and needed.
- Participate in continuing education opportunities provided by professional organizations to which the library is a member including NEO-RLS and OhioNET.
- Assist with special library and archives projects as assigned.
- Maintain cleanliness of all library areas and clean departmental staff room on a rotating basis as calendared.
Rate of Pay: $19 per hour
Application Material: Please submit a resume, cover letter, and 3 professional references
Full-time Benefits include:
- Partner level membership to CMA
- Free, unlimited admission to select Cleveland Museum of Art ticketed exhibitions (two adult member tickets per visit, subject to availability)
- 50% off admission to select ticketed exhibitions for members' guests
- Free admission to select ticketed exhibitions for unlimited children, 17 and younger, when accompanied by a member
- Priority registration and discounts for museum art classes for adults and children
- 20% discount in the museum store
- 25% discount in the museum restaurant and café
- Annual subscription to Cleveland Art members magazine
- Free Garage Parking
- Your employment relationship with the museum qualifies you for free or discounted admissions to other cultural institutions such as the Natural History Museum, Botanical Gardens, The Cleveland Zoo, etc.
- Medical
- Dental
- Vision
- Life and Accidental Death and Dismemberment Insurance
- Voluntary Life
- Short Term Disability
- Long Term Disability
- HSA
- FSA
- 401(k) with company match
- Accident Insurance
- Critical Illness Insurance
- ID Theft
- Legal Services
- Pet Insurance
- Employee Assistance Program
- Paid Time Off
Equal Opportunity Employer
This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights (https://www.eeoc.gov/poster) notice from the Department of Labor.
