Library Assistant  

Summary of Work Activities and Responsibilities

The Information Commons Assistant provides administrative, operational, technical and library user/client support to the Information Commons Section of the Rizal Library - Ortigas.

Main Duties and Responsibilities

I. Collection Maintenance and Preservation

• Monitors and checks the physical condition of materials and recommends repairs or replacements if needed
• Assists in the inventory of library materials by conducting accurate cataloging, shelving, encoding and maintenance
• Receives and records periodical subscriptions, and follows up on the delayed delivery of issues
• Encodes and updates the lists of journals and magazines into the library system
• Updates book holding codes in the library management system to reflect new and updated editions acquired
• Creates service copies of DVD materials by duplicating content for library use
• Ensures proper labeling and storage of digital and audiovisual resources
• Assists in managing and maintaining directories/listings of student-submitted research papers by organizing, labeling, and indexing research papers for easy access

II. Library User/Client Support

• Facilitates and supports the library materials management services offered to users/clients
• Attends to basic reference and informational queries of library users
• Supports and processes check-out/check-ins, holds, renewals, recalls, and search requests for library materials and payments if necessary
• Orients faculty, students, and staff on library policies, procedures, materials and digital resources
• Notifies students and faculty about the arrival of requested books
• Assists library users and clients by performing requests for printing, CD burning, and document scanning, and in their photo and video editing needs
• Coordinates intra and inter-library loan transactions and maintains records
• Assists the Document Delivery Services of the library by organizing and tracking the receipt of requested library materials by users
• Manages discussion room reservations and library equipment lending

III. Section Management Support

• Prepares data and drafts reports required by the library on the assigned area of responsibility
• Tracks visits and the usage of resources by library users in the assigned section
• Maintains publisher and book agent record by regularly updating the list of publishers, suppliers and book agents
• Assists in the maintenance of the library and reports safety, security, and maintenance concerns to the Head Librarian
• Implements security programs for library materials, facilities, and users
• Monitors cleanliness, orderliness, and functionality of section resources and equipment
• Prepares overdue notices for students and faculty as reminders and for clearance purposes
• Coordinates with the Registrar to register student holds on library materials, ensuring proper tracking and resolution of outstanding items
• Provides support for library systems, equipment, and user inquiries
• Maintains accurate records of library server units and peripherals
• Updates student records in the library’s Learning Management System
• Orients users regarding the use of the LMS, library management system, and anti-plagiarism software, scanning machines etc.
• Updates advertisement posters and screen savers on library terminals
• Coordinates with the Digital Information and Technology Services Cluster for matters relating to hardware, software, and network (e.g., installation, maintenance, configuration, resolution of concerns, etc.)

IV. Performs other work-related tasks as may be required by the immediate supervisor and authorized representative.

Knowledge, Skills, and Abilities:

• Knowledge of Library Operations and Standards: Demonstrated knowledge of library operations and adherence to industry standards
• Clerical Support Skills: Demonstrated knowledge of basic clerical procedures such as filing, encoding, etc.
• Technological Savviness: Proficient in transitioning between various technological platforms and software applications, with the capacity to learn and adjust to unfamiliar ones
• Attention to Detail and Organizational Skills: Strong attention to detail and exceptional organizational skills to ensure accuracy and efficiency in tasks
• Communication Skills: Proficient in communicating effectively both orally and in writing to convey information clearly and concisely to all stakeholders
• Interpersonal Relations Skills: Ability to foster positive interpersonal relationships with stakeholders in a collaborative environment
• Commitment to Customer Service Excellence: Dedicated commitment to delivering high-quality customer service and meeting the needs of all library users with professionalism and courtesy

Education and Experience Requirements:

• Bachelor’s Degree
• At least 2 years relevant work experience