Type of Appointment: Full-Time, Probationary
Job Classification: Library Services Specialist III
Anticipated Hiring Amount: $4,280 per month
Work Schedule: Tuesday - Thursday, 10am - 7pm; Friday - Saturday, 8:30am - 5:30pm
Recruitment Close Date: November 19, 2025
THE DEPARTMENT:
The primary functions of the Access Services unit include circulation services, reserve services, stack management operations, Resource Sharing (CSU+/Document Delivery services), and the information desk. Circulation Services responsibilities include opening and closing the Library, staffing the circulation desk during all hours the library is open, checking out/in circulating books, videocassettes, CD's, DVD's, professor reserve materials for classroom assignments, customer service. Access Services is also responsible for microform in addition to paging materials from the compact shelving area and assisting patrons with photocopy and printing problems. This Department also assists patrons with disabilities in various capabilities, i.e., to retrieve library materials, copy/print, etc. Stack Management operations include managing the automated book return system, re-shelving of all library materials, including in-house use materials, and "shelf reading" in high use areas. Resource Sharing (CSU+/Document Delivery services) includes operating the electronic interlibrary loan subsystem, obtaining books and journal articles form other libraries, and lending materials to other libraries upon request. The reserve services include consulting with faculty about course materials to be placed on reserve; process both hardcopy and electronic materials to be placed on reserve through the reserve module in the library system; ensure that copyright & ADA requirements are met for all reserve items; maintain reserve collection, assist faculty in posting e-reserves materials on the campus learning management system. Access Services is also responsible for providing customer service and resolving patron issues in a timely and professional manner, evacuating the building during emergencies, and maintaining a welcoming, safe, and pleasant library environment.
DUTIES AND RESPONSIBILITIES:
Saturday Lead Responsibilities:
- Open the Library on Saturdays at the designated hours of service, arriving on time for building preparation, turning lights on for the appropriate floors, checking for proper function of elevators and following up on any notes left by other staff members regarding problems with equipment, making sure the Circulation desk is stocked and ready for immediate use.
- Verify Circulation Desk student staff presence is available, if not, a call is made to the student assistants to seek replacements.
- Lead and oversee all Circulation desk functions (register patrons by creating and/or updating patron's record in Alma, checking out, checking in, desensitize, sensitize Library materials, renew, create and/or update item records for materials not online, and place holds/recalls on requested materials.
- Receive payments for financial obligations.
- Answer telephone and patron inquiries regarding Library and Campus wide directional questions as well as refer questions to appropriate departments or personnel, while monitoring the student assistants' work and training, interpret Library policies for students, staff, faculty, patrons from other institutions and the general public.
- Resolve problems arising from conflicts with policies and procedures, exercising judgment, based on experience.
- Refer patrons to the Circulation Unit Coordinator for further action if problem warrants, or patron requests higher authority.
- Act as the liaison person to the University Police Department, calling for assistance in security matters as well as reporting maintenance problems and asking for information.
- Log decisions made that will affect the unit and detail information on Saturday occurrences to be acted upon by the Sunday Lead Library Services Specialist.
- Act as security attendant and fill out incident reports as needed. Notify the University Police Department, and Library Administration, when incidents escalate beyond Library Services Specialist's authority to handle problem patrons or when requested by a patron.
- Close the Library building making sure that the closing announcements are given in the proper sequence and times, that all patrons have exited the building, verify that the Circulation desk is re-stocked and ready for the next day's shift, lights are turned off on appropriate floors, and the building is locked and secured.
Lead, Circulation Desk Student Assistants:
- Using thorough knowledge of all aspects of lead work direction, assist in employee selection, train employees in new work procedures, assign work and schedules, organize workflow and establish priorities, review work, provide input to performance evaluations and promote teamwork to optimize effectiveness
- Work with campus human resources and Dean's office to ensure proper practices and payroll procedures are followed
- Post job openings when needed, schedule and participate in job interviews for new hires. Prepare necessary forms to complete the hire process with University Career Center and University Payroll
- Collaborate with Unit Head to create student schedules, as needed, ensuring adequate coverage
- Using working knowledge of library accounting and budget procedures and allocation processes, monitor allocated annual Access Services student assistant budgets
- Monitor, compile and report department student assistant budget; analyze trends and assure department adheres to budget
- Project and process monthly expenditures for Circulation student assistants and review Circulation student hours using university system (PeopleSoft)
Circulation Services:
- Staff the Service Desks to provide reference instructions, information, and access services that require judgement and informed appraisal of users’ needs, based on thorough working knowledge of relevant library policies, procedures, tools, and facilities
- Proficiently handles and make decisions for all fulfillment functions
- Assist with the daily Circulation/Reserve & Information Desk workflows/operations
- Check library materials in and out using library systems (e.g., professor reserve material, audiocassettes, videocassettes, CDs, DVDs, etc.)
- Update and maintain patron database (e.g., register off-campus patrons, update patron records, etc.)
- Make decisions and follow-up on overdue materials issues
- Collect fine/fees on overdue and lost materials (e.g., lost and damaged materials)
- Assist patrons in finding materials and requesting materials from other libraries through the library’s integrated software systems (e.g., Primo, Alma, OneSearch, and several library databases)
- Interpret and explain circulation policies and procedures (i.e., loan rules, overdue fines, etc.)
- Troubleshoot and resolve patron issues related to all fulfillment functions (e.g., missing items, lost items, etc.)
- Assist patrons with and resolve patron problems related to printing/photocopying, patron records, misplaced library materials, study room reservations, basic library research, and answering phone calls, library services emails, and SMS inquiries
- Ensure that the library provides excellent services and appropriate resources for patrons with disabilities
- Retrieve/page materials for patrons when needed from the different library collections available through the building
Enforce Library Code of Conduct
- Enforces patrons with general safety and security policies and procedures
- Responsible for in-depth knowledge and implementation of the Emergency Action Plan if needed
- Responds to and investigates disturbances on Library property; reports suspects involved with criminal activity to the University Police Department
- Writes clear and detailed incident reports on disturbances and medical emergencies
- Secures library at opening and closing; performs periodic checks of facility and grounds
Miscellaneous:
- Maintain and update website pages related to Access Services. Periodically review for accuracy
- Serve on library-wide committees as needed
- Participate in paraprofessional organizations, meetings, reading email list discussions, attending workshops, and activities that relate to the library
- Provide activity reports and statistics for activities related to Circulation in a timely manner, ensuring accuracy and completeness
- Stay up to date on all required software related to Circulation
- Periodically review and update procedures for assigned tasks and submit to the appropriate staff for the Access Services SharePoint
- Accumulate and record items "in repair" status to be sent to CARDS for repair or discard
- Provide opening, closing, and weekend coverage as required to maintain library schedule
- Inventory items submitted to the University Library Lost & Found. Report and deliver Lost & Found items to main University Lost & Found
- Conduct searches for Missing items; Claims Returned items; utilizing searches lists in Alma
- Cross train on Access Services functions as needed to ensure quality coverage.
- Performs other duties as requested or assigned
QUALIFICATIONS:
- High School Diploma/GED - OR equivalent certification
- Driver License, Valid and in State
- Three to four years of related library and/or clerical experience or an equivalent combination of experience and education.
- Full proficiency in all technical aspects of work assignments including a thorough knowledge of functional area policies and procedures and applicable work methods.
- General knowledge of library collection organization and classification scheme and ability to interpret bibliographic records.
- Ability to interpret library unit’s policies and procedures and apply them accurately in performing work functions, as well as the ability to evaluate procedures and recommend changes.
- Working knowledge of institution’s and library’s policies and practices associated with the ethical use of and access to library and on-line resources.
- Basic knowledge of national standards and guidelines pertaining to libraries, including working knowledge of institution’s standards pertaining to copyright and intellectual property protection and the ability to source and apply such policies and standards to avoid potential violations.
- Full proficiency in the use of automated library system(s) and subsystem(s) pertaining to functional area.
- Ability to fully utilize standard and non-standard features of various on-line resources and standard desktop software packages, such as word processing and spreadsheets, to perform technical work or assist patrons.
- Demonstrated problem solving and research skills to address standard and non-standard work problems.
- General knowledge of library accounting and budget procedures, including the ability to perform arithmetic operations to track and monitor vendor accounts and budgets.
- Demonstrated ability to compile and present information in an organized manner.
- Effective communication and interpretive skills to be able to assist in resolving patron problems and complaints, assess patron information needs, and orient and guide patrons in use of library resources.
- Ability to effectively provide lead work direction and training to student workers and an understanding of employment and payroll procedures related to student workers.
PREFERRED QUALIFICATIONS:
- Minimum of two years (24 months) of experience in an academic, research, or public library or comparable setting, including supervision of student employees.
- Strong customer service skills and commitment to providing service effectively in a fast-paced, high-volume environment.
- Ability to set priorities for self and others, to meet deadlines, and complete tasks and projects on time, working with minimal supervision.
- Strong interpersonal, written, and verbal communication skills.
- Ability to communicate effectively via email and telephone with patrons and resolve issues and problems in a professional and respectful manner.
- Using effective time management skills, ability to lead and/or coordinate multiple projects.
- General knowledge of library terminology and library databases.
- General knowledge of library management systems such as ExLibris, including the use of office computer and software applications to accomplish tasks.
- Ability to apply rules in accordance with policy, regulations, and procedures under varying circumstances.
Out of State Work
The California State University (CSU) system is a network of twenty-three public universities providing access to a quality education through the support of California taxpayers. Part of CSU’s mission is to prepare educated, responsible individuals to contribute to California’s schools, economy, culture, and future. As an agency of the State of California, the CSU’s business operations almost exclusively reside within California. The CSU Out-of-State Employment Policy prohibits hiring employees to perform CSU-related work outside California. For more information, go to the CSU Out-of-State Employment Policy.
Background Check
Cal Poly Pomona will make a conditional offer of employment to final job candidates, pending the satisfactory completion of a background check (including a criminal records check). The conditional offer of employment may be rescinded if the background check reveals disqualifying information, and/or it is discovered that the candidate knowingly withheld or falsified information. In determining the suitability of the candidate for the position, Cal Poly Pomona will give an individualized assessment to any information that the applicant submits for consideration regarding the criminal conviction history such as the nature, gravity and recency of the conviction, the candidate’s conduct, performance or rehabilitation efforts since the conviction and the nature of the job applied for. For more information, go to the CSU Background Check Policy.
CSU Classification Salary Range
This position is part of the California State University Employees Union (CSUEU) bargaining unit 9. The CSU Classification Standards for this position are located on the CSU Classification Standards website. The CSU Salary Schedule is located on the CSU Salary Schedule website. The classification salary range for this position according to the respective skill level is: minimum $4,280 and maximum $6,235. per month. Please refer to the anticipated hiring range for the appropriate salary rate for this particular position.
Employment Eligibility Verification
Cal Poly Pomona hires only individuals lawfully authorized to work in the United States. In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification form upon hire. For more information, go to the Acceptable I-9 website.
University Driving Requirements
Positions that require driving for university business by using a personal or state vehicle must comply with the Authorized University Driver Policy. Driving records are monitored and evaluated by the Risk Management Department. The Risk Management Department evaluates a good driving report based on the following criteria. The driver must: 1. Have a valid California or other State Driver’s license. 2. Have no more than 3 motor vehicle violations or been the cause of 3 accidents in a 12-month period (or any combination of 3 thereof) 3. Not have more than 3 DMV Points, if their license is Class C or, 4. Not have more than 5 DMV Points, if their license is Class A, B, or C with endorsements. For more information, go to the Authorized University Driver Policy.
Security & Fire Safety
In compliance with state and federal crime awareness and campus security legislation, including The Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act, California Education Code section 67380, and the Higher Education Opportunity Act (HEOA), Cal Poly Pomona’s Annual Security Report and Annual Fire Safety Report are available for viewing at: https://www.cpp.edu/pdfs/annual_security_report.pdf and https://www.cpp.edu/housing/documents/fire_safety_report.pdf.
Pay Transparency Nondiscrimination
As a federal contractor, Cal Poly Pomona will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. For more information, see the Pay Transparency Nondiscrimination Provision poster.
Reasonable Accommodation
We provide reasonable accommodations to applicants and employees with disabilities. Applicants with questions about access or requiring a reasonable accommodation for any part of the application or hiring process should contact the ADA Coordinator by email at ADACoordinator@cpp.edu. For more information, go to Employment Notices.
Equal Employment Opportunity
Consistent with California law and federal civil rights laws, Cal Poly Pomona provides equal opportunity in employment without unlawful discrimination or preferential treatment based on race, sex, color, ethnicity, or national origin. Our commitment to equal opportunity means ensuring that every employee has access to the resources and support they need to thrive and succeed in a university environment and in their communities. Cal Poly Pomona complies with Title VI of the Civil Rights Act of 1964, Title IX of the Education Amendments of 1972, the Americans with Disabilities Act (ADA), Section 504 of the Rehabilitation Act, the California Equity in Higher Education Act, California’s Proposition 209 (Art. I, Section 31 of the California Constitution), other applicable state and federal anti-discrimination laws, and CSU’s Nondiscrimination Policy. We prohibit discriminatory preferential treatment, segregation based on race or any other protected status, and all forms of discrimination, harassment, and retaliation in all university programs, policies, and practices.
Other Notices
For other important employment notices, we invite you to visit Cal Poly Pomona’s Employment Notices web page.