Special Collections Assistant III  

Summary of Work Activities and Responsibilities:

The Special Collections Assistant III performs clerical and logistical functions for the American Historical Collections (AHC) Section such as shelving the Section’s library materials, performing collection inventory and basic preservation process of the Section’s materials.

Main Duties and Responsibilities

I. Maintenance and Preservation of Resources

• Retrieves, sorts and shelves Section materials in their proper location in accordance to the Rizal Library’s classification scheme and the Section’s organization guidelines o Encodes retrieval guides for the AHC such as finding aids, indexes, descriptions and labels

o Scans requested portions of the collection, upon the approval of the Head • Performs inventory of collection

• Performs basic preservation processes of the materials such as boxing, encapsulation and photo corner making

II. Section Management Support

• Provides assistance to library users by addressing basic inquiries and offering clear directions within the library to enhance their experience and ease of access to resources

• Monitors archival and office supplies, recording the inventory and requesting for necessary replenishments

• Prepares data and drafts reports required by the Section Head

o Records, collates, and maintains statistical data on the assigned area of responsibility (e.g. daily user statistics, number of books for shelving, number of books returned to shelves)

o Monitors and records daily temperature and humidity levels in the AHC Area to ensure proper preservation of materials

o Tracks visits to the AHC Section and usage of resources by library users • Assists in the logistical preparations and implementation of AHC exhibits and events o Assists in the production and distribution of AHC marketing materials such as posters, invitations and brochures

III. 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 basic 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

Education and Experience Requirements:

• Graduate of any Bachelor’s Degree

• Has at least one (1) year of relevant work experience