Collection Maintenance Specialist

Full Job Description

The Office of Secretary of State (OSOS) offers some of the most unique and diverse job opportunities in state government. Its critical responsibilities include ensuring a fair and accurate elections process; connecting Washingtonians through the power of libraries; protecting our important government records; and registering corporations and charities. The Secretary of State also administers vital community programs that inspire giving, document our history, and assist crime survivors in avoiding further abuse. This independent office under the state Constitution operates from facilities in the Olympia area and statewide.

The OSOS is looking for top-performing employees who embody its core values of integrity, service excellence, visionary leadership, collaboration and teamwork. It is committed to both employee growth and work-life balance. The benefits of working in state government also include potential eligibility for the federal Public Service Loan Forgiveness program.

The Washington State Library connects people to the power of libraries. As Washington's oldest cultural institution, the library's unique and rare collections date back to territorial days. Resources include historical print and digital compilations, collections of state newspapers and maps, state and federal government publications, and the Ask-a-Librarian service.

The library benefits local libraries and their patrons through its consulting services, grants, subsidies, training, and programming. Additionally, the Washington State Library provides services to state prison and state hospital libraries. OSOS also operates the Washington Talking Book & Braille Library (WTBBL) in Seattle, a library for people unable to read standard print.

This position reports to the Head of Collections and provides customer service to Washington State Library customers through shelving and maintaining collections, staffing customer service points, and retrieving and/or scanning collection items in response to customer requests.

Requirements

Stacks maintenance and shelving
Tasks include:

• Shelves new and customer-used state and federal publications, journals, print newspapers, northwest, dewey, microfilm, reference, and genealogy collection materials.
• In consultation with collection managers, shifts collections as needed to prevent overcrowding and damage to library materials. Notes and reports condition issues to the appropriate collection head.
• Shelf-reads collections to make sure items are in the correct sequence and arranged properly on the shelves and performs other stacks maintenance tasks.
• Sorts morning acquisitions mail bin and delivers items to appropriate acquisitions staff.
• Under the direction of the newspaper coordinator, discards print newspapers that have been replaced by microfilm.
• Assists with the preparation of newspapers for the ongoing microfilming process.
• In coordination with the serials specialist, maintains Princeton file shelf cards, reflecting any and all changes in format, subscription holdings or publication details.
• Within established procedures, evaluates materials for repair and performs basic repair/mending for collections.

Customer Service
Tasks include:

• Staffs the reference desk during regularly scheduled shifts and provides backup coverage; determines best way to answer reference questions by conducting thorough reference interviews; responds to requests received from all customer gateways, including email.
• Conducts research to respond to information requests; utilizes reference resource materials, catalogs, indexes, databases, and legal materials to identify and analyze sources to answer questions.
• Assists customers with use of all the collections, including federal and state publications, general and specialized reference, newspapers and periodicals, databases, and the website.
• Performs basic circulation functions – library card registration, item check in, and item checkout – assists customers with placing holds, and answers circulation-related questions while staffing the circulation/reference desk.
• Retrieves collection materials upon request during regularly scheduled pager shifts and provides backup coverage.
• Assists with daily interlibrary loan tasks when necessary.

Government Publications
Tasks include:

• Creates and/or adds publication links to html pages for serials/multi-part monographs.
• Assists with state depository mailing and maintains organization of state publication area.

Article requests and collection item scanning
Tasks include:

• Scans articles in response to requests.
• Scans State or Federal publications, or other collection items, to fill ILL and other customer requests.

Miscellaneous
Tasks include:

• Other duties as assigned.

Qualifications

Required Qualifications:

• One year of experience in the functional operations of a library
• Ability to read and effectively communicate, verbally and in writing, using the English language
• Ability to efficiently use a personal computer and applicable software to successfully perform the essential job functions of the position
• Attention to detail

Preferred/Desired Qualifications:

• Knowledge of and experience with the Superintendent of Documents (SuDoc) and Dewey Decimal classification systems.
• Experience working with library collections, including shelving, shifting, shelf-reading and other stacks maintenance activities
• Knowledge of state and federal government agencies
• Ability to use scanning equipment and software
• Experience assisting customers with basic questions in person and via the telephone
• Experience in library circulation
• Ability to prioritize requests from multiple customers

PLEASE READ: If you have gotten this far and are thinking you do not qualify, consider again. Studies have shown that members of historically marginalized and underrepresented communities, specifically women and people of color, are less likely to apply to jobs unless they clearly meet every single qualification.

At the Office of the Secretary of State, we are dedicated to building a diverse and authentic work force with a foundation of belonging. If you are excited about this role and have relevant experience and skills, but question whether your experience aligns perfectly with every qualification in the job description, we encourage you to apply regardless. You may just be the ideal candidate this office needs.

Additional Information

WORKING CONDITIONS
This position requires sitting or standing for long periods of time, working in a library/office environment with public contact; willingness and ability to work in adverse conditions (working with moldy or dusty materials or in areas that are cramped and/or somewhat confining); ability to lift up to 40 lbs., and stand, bend, stoop, kneel, reach, grasp, climb on and off of stepstools, push and pull fully loaded book carts, lift, carry, and crank compact shelving handles with or without reasonable accommodation. The core hours are Monday - Friday from 8 AM-5 PM. Minimal local and/or statewide travel. This position uses standard office equipment such as a computer, fax, copier, and phone. The incumbent works with both internal and external customers by phone, email, and in person.

Special Requirements/Conditions of Employment:

• This position is in a bargaining unit represented by the Washington Federation of State Employees (WFSE) and is subject to the terms of the Collective Bargaining Agreement between the State of Washington, The Office of the Secretary of State, and the WFSE.

How to Apply

• Required: To be considered for this position you must attach the following:
  • Letter of interest describing how your experience and qualifications relate to the duties and qualifications of the position
  • Current resume
  • Three Professional references. Personal references will not be considered.
• You must complete the supplemental questions at the end of this application. Incomplete responses such as "see resume" will not be considered.
• All veterans must include a copy of your DD214 to receive preference in the hiring process. You must black out your social security number before attaching it to your application.

The Office of the Secretary of State is an equal opportunity employer (EOE). We do not
discriminate on the basis of religion, age, sex, marital status, color, creed, national origin, political affiliation, military status, sexual orientation, gender identity or any real or perceived sensory, mental or physical ability. All interested candidates are encouraged to apply. Persons of disability needing assistance in the application process, or those needing the announcement in alternative format, should call (360) 999-9483.