Library Specialist Collection Services

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Sonoma County Library creates community through discovery culture and connection.

We are known locally for our engaged creative and empowered staff. We rely on community input to guide our decisions and we proudly champion diversity and equity in all aspects of our are for more about the librarys mission vision and values here.

This is a tremendous opportunity to be part of a mission-driven public agency and help transform the literacy and education landscape for all Sonoma County residents. If you would like to join our team of dedicated professionals we invite you to apply.

Sonoma County Library

Announces an Employment Opportunity

LIBRARY SPECIALIST (2 VACANCIES) COLLECTION SERVICES HEADQUARTERS

40 HOURS PER WEEK FULL-TIME

The Collection Services Division has two (2) full-time vacancies available at Sonoma County Library Headquarters: one (1) in the Acquisitions Department and one (1) in the Cataloging Department. We are seeking customer service-driven and detail-oriented individuals to perform routine library work related to the ordering cataloging and processing of library materials. The ideal candidates are organized adaptable collaborative and committed to providing accurate and efficient support in a fast-paced library environment.

To be considered for either of these opportunities applicants must complete the Supplemental Questions. Candidates who successfully complete the interview process will be added to a pre-qualified list and may be considered for other vacancies that arise in the next twelve months.

ABOUT THE POSITIONS:

The Cataloging position performs routine library work related to the cataloging and processing of library materials. Responsibilities include copy cataloging verifying and updating bibliographic records and item records according to local procedures reviewing and correcting vendor-provided bibliographic records verifying call numbers printing spine and bibliographic labels processing materials responding to branch cataloging requests preparing materials for mending and assisting with special projects related to record maintenance and digital collections.

The Acquisitions position performs routine library work related to the ordering receiving and processing of library materials in all formats. Responsibilities include creating purchase orders in the Integrated Library System (ILS) unpacking organizing and receiving shipments processing invoices communicating with vendors regarding discrepancies printing spine and bibliographic labels and processing materials.

Please see the below class specifications for full details about these positions.

SALARY RANGE: $29.19/hour to $36.44/hour

CLOSING DATE: Wednesday September 2 2026 at 11:59pm

REV: MARCH 2026

FLSA: NON-EXEMPT

LIBRARY SPECIALIST

DEFINITION

Provides excellent customer service performs a variety of clerical and technical library work related to materials support circulation activities and direct customer service within the Public Services and Community Engagement Divisions; performs basic activities in acquisitions and processing cataloging and/or resource sharing within the Collection Services Division according to defined procedures; and performs related work as required.

SUPERVISION RECEIVED AND EXERCISED

This class works under general supervision from a Supervising Library Specialist Branch Manager or other supervisory classification. Employees may provide assistance to volunteers Shelvers and/or other inexperienced staff within assigned area or branch.

CLASS CHARACTERISTICS

This is the journey-level customer service and materials support class in the clerical and technical library support series. Incumbents are assigned responsibility for the full range of circulation or collection services support activities including direct user support and routine ordering receiving resource sharing cataloging and processing tasks. Incumbents advise users of library policies procedures and services resolve library user issues within established policies and provide basic technological and reference support to library users. Responsibilities also include assisting and training users on self-service equipment answering routine directional and informational questions and referring the more difficult technical or involved questions to appropriate paraprofessional or professional library staff.

At this level incumbents work independently within identified parameters and resolve problems of diverse scope where analysis requires evaluation of identifiable factors. Maintaining confidentiality and security of user accounts is an important part of the position. Performance expectations include the application of broad job knowledge in performance of the full range of responsibilities within the classification. This classification also performs shelving work and incumbents may provide general administrative and clerical support as needed. The Library Specialist is distinguished from the Supervising Library Specialist in that the former has supervisory authority over assigned classes.

EXAMPLES OF TYPICAL JOB FUNCTIONS(Illustrative Only)

All Assigned Areas:

• Maintains accurate and detailed records verifies accuracy of information researches discrepancies and records information.
• Uses a computer and the Integrated Library System (ILS) to enter and retrieve information record statistics perform basic circulation and/or system-wide functions to locate library materials and/or to route processed materials to appropriate branches.
• Performs other duties as assigned.

Public Services and Community Engagement Assignments:

• Uses a computer to enter and retrieve information locate library materials and check materials in and out.
• Registers library users enters user information into library database and issues new and replacement library cards updates user records and accounts.
• Answers questions about library accounts; resolves account issues and circulation problems such as partial returns claims returned and damaged and lost items.
• Informs and advises users of library policies procedures operations and services.
• Demonstrates and provides assistance in using library technology equipment including self-service checkout machines public computers copy machines and microfilm readers; refers more technically advanced questions and demonstrations to appropriate staff.
• Provides assistance by answering basic questions about the location of general sections of the library collection; refers users to the appropriate library staff service desks and departments.
• May provide basic reference (i.e. informational and directional) using the online catalog library databases and other immediately available resources to assist in the location of specific items. Refers more professionally advanced reference questions to appropriate library staff.
• Levies and collects payments for damaged or lost materials; may waive fees within authorized limits and refer complex waiver questions to a supervisor or manager.
• Carries out hold list responsibilities fills hold requests; searches shelves for holds scans items into the automated computer system and prints hold slips; maintains hold shelves.
• Carries out other responsibilities pertinent to computer-generated reports and searches including searches for trace missing and lost items.
• Balances cash drawers and vending machine monies and prepares deposits.
• Retrieves gathers checks in and organizes sorts routes and shelves materials.
• May collect receive and process returned materials using automated materials handling equipment.
• Ensures library material is in proper order and appearance (e.g. outward-facing covers); searches for and corrects sorting errors on bookshelves; relocates library materials as required.
• Sorts book and media delivered from other locations according to their branch stickers or user hold/request slips; prepares materials for delivery to other branches and library systems.
• Keeps library premises clean and in good order collects loose books and materials and performs item counting and sorting.
• Keeps periodicals newspapers and other ephemeral materials current and available for library users.
• Notifies management security and/or appropriate library staff of issues related to safety.
• Cleans mends and repairs library materials according to effective conservation techniques within branch parameters; replaces bar codes radio-frequency identification (RFID) tags encodes RFIDs and other identification as necessary.
• Orders supplies distributes mail and prepares outgoing mail.
• May perform minor and routine maintenance on copy machines or computers.
• Maintains and processes various files records and reports; may perform other clerical and general office support tasks.

Collection Services Assignments:

• Applies and encodes radio-frequency identification (RFID) tags.
• Accurately prints and applies bibliographic labels and spine labels.

Acquisitions and Processing Assignments:

• Places orders for new books and materials in all formats; creates purchase orders in the Integrated Library System (ILS); receives and enters invoices into ILS.
• Receives and organizes shipments of library materials; opens boxes and unpacks contents; verifies that contents of shipment match packing slip; inspects condition of materials.
• Communicates with external vendors reports shortages damaged items and other discrepancies to the appropriate vendor.
• Places orders for departmental supplies; distributes supplies to vendors and branches as needed.
• Works with events staff to manage Book Club inventory for the system; distributes books to branches.
• Oversees inventory distribution to branches and restocking of community resources.
• Opens organizes and date stamps magazines newspapers and microfilm received in the mail; reviews periodicals for damage and requests replacement issues from vendor; checks in periodical issues in the ILS; prints and applies periodical labels and barcodes; makes changes to serial control records and prediction patterns as needed.
• Processes books media periodicals toolkits and other materials according to local specifications by covering casing applying appropriate labels and other identifying information.
• Sorts and distributes mail.
• Processes all lease book returns.

Cataloging Assignments:

• Accurately performs copy cataloging; searches for and verifies the correct catalog entry; edits records according to local procedures; verifies call numbers according to established standards and guidelines.
• Reviews vendor-provided Machine-Readable Content (MARC) records for accuracy; makes corrections as needed; maintains accurate bibliographic records and call numbers.
• Prepares material from branches and special collections for mending binding archival housing and processing based on current standards and techniques for preservation and conservation; operates bindery machine.
• Monitors Cataloging Request System for change requests corrections inquiries and potential projects; makes changes and corrections; updates information when making reassignments and changes in the ILS; interfaces with all branches and levels of staff regarding cataloging changes.
• Participates and assists with one-time special projects such as retrospective call number changes relabeling projects and preparing linking and uploading records for digital collections.

Resource Sharing Assignments:

• Receives and opens LINK materials from other library systems; processes for distribution to branches within the ILS and specialized LINK software.
• Processes returns of LINK material from branches and from other library systems.
• Processes and packages library materials to loan to other library systems.
• Uses postage machine to print postage and prepare outgoing mail.
• Receives tracks and mails courtesy returns to other library systems.

COMPETENCIES

Knowledge of:

• Core library operating principles including confidentiality of customer information freedom of information and intellectual freedom.
• Principles practices and techniques for providing a high level of customer service by effectively working with library users vendors contractors and library staff.
• Alphabetic and numeric systems for classifying and organizing library materials.
• Standard library practices and procedures including circulation acquisitions copy cataloging and processing.
• Applications of automated library systems.
• Library classification cataloging and bibliographic terminology.
• Applicable Federal State and local lawsregulatory codes ordinances and proceduresrelevant to assigned area of responsibility.
• Basic record keeping principles and procedures.
• Basic principles and practices of data collection and report preparation.
• Basic arithmetic principles and cash handling.
• Modern office practices methods and computer equipment and applications.
• English usage grammar spelling vocabulary and punctuation.

Ability to:

• Maintain accurate logs records and basic written records of work performed.
• Inspect the work of staff and volunteers; maintain established quality control standards; train staff in proper work procedures within defined guidelines.
• Identify and implement effective courses of action to complete assigned work.
• Follow department policies and procedures related to assigned duties.
• Understand and follow oral and written instructions.
• Operate modern office equipment including computer equipment and specialized library services software applications programs.
• Organize own work set priorities and meet critical time deadlines.
• Use English effectively to communicate in person over the telephone and in writing.
• Use tact initiative prudence and independent judgment to make sound independent decisions within established policy procedural and legal guidelines.
• Establish and maintain working relationships with those contacted in the course of work.

QUALIFICATIONS

Any combination of training and experience that would provide the required knowledge skills and abilities is qualifying. A typical way to obtain the required qualifications would be:

Education and Experience:

Completion of the twelfth (12^th) grade and two (2) years of library customer service clerical or office support work experience. An associates degree or higher from an accredited college or university can substitute for the required experience.

Licenses and Certifications:

None.

PHYSICAL DEMANDS

Must possess mobility to work in a standard office and library setting and use standard office equipment including a computer; vision to read printed materials and a computer screen; hearing and speech to communicate in person before groups and over the telephone. This classification primarily works indoors and requires movement between work areas some outreach assignments may involve outdoor work. Finger dexterity is needed to access enter and retrieve materials and data using a computer keyboard or calculator and to operate standard office equipment. Positions in this classification frequently bend stoop kneel and reach to retrieve and shelve materials. Employees may be required to either sit or stand for prolonged periods of time. Incumbents must possess the ability to lift carry push and pull items storage containers and shelving units weighing an average of 20 pounds and up to 50 pounds of weight in order to move materials from one place to another with the aid of lifting/moving equipment.

ENVIRONMENTAL ELEMENSTS

Employees primarily work in an office/library environment with moderate noise levels controlled temperature conditions and no direct exposure to hazardous physical substances; some outreach assignments may involve outdoor work. Employees may interact with staff and/or public and private representatives in interpreting and enforcing departmental policies and procedures. Employees in assignments providing direct assistance to the public may come into contact with abrasive disruptive and/or disorderly people.

WORKING CONDITIONS

May be required to work flexible schedules including evenings and weekends.

Application Process:

Please go to to apply. Applications must be complete and submitted by the final filing date to be considered. Resumes will not substitute for a completed application.

The application process may contain one or more of the following steps: a supplemental application written test(s) skills assessment(s) and/or oral examination(s).

Employment Information:

Employment offers will be contingent upon a successful reference check pre-employment verification and criminal records clearance. Having a criminal record will not necessarily disqualify an applicant from employment.

Request for Accommodation:

Sonoma County Library will make reasonable accommodations in the recruitment process to accommodate applicants with disabilities. If you are invited to participate in an examination or interview and have a disability for which you require an accommodation please contact the Human Resources Department at extension 1591 as soon as possible to make arrangements for your accommodation. Please refer to the Librarys Notice Under the Americans with Disabilities Act (ADA) Policy for additional information.

We are committed to diversity and inclusion in the recruiting and hiring of staff and encourage applicants of all backgrounds and abilities to apply.

Recruitment Contact

Contact phone: ext. 1591

Contact email: