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Administrative Assistant - Library Circulation Clerk

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Position Information

Position Information

Posting Title Administrative Assistant - Library Circulation Clerk
Job Requisition Number COA077235
Position Number 102334
Job Type Full-Time
Division Name Lib Branch Library Services
Minimum Qualifications

  • Graduation from an accredited high school or equivalent, plus three (3) years of experience in general clerical/secretarial experience.

  • Education and or experience will substitute for the minimum qualifications

Notes to Applicants

Library Administrative Assistants are also responsible for the following:

  1. Performs circulation desk activities and interacts with customers in library material check-in, check-out, renewal, holds, and patron registration and renewals using a complex automated circulation system.

  2. Collects fees, makes change, and records payment of fines and fees.

  3. Maintains, updates, and retrieves records and library card holder information and circulation activities as needed.

  4. Handles and resolves routine customer complaints, may escalate more complex complaints to higher level.

  5. Responds to request for information and item searches giving customers direction; including helping them find materials in the library; sorts and shelves library materials in alphabetic and numeric sequence; empties interior and exterior book drops.

  6. Performs basic maintenance on library equipment refilling paper in copiers, fax machines, self-check stations and printers.

  7. Performs paging duties, including shelving materials, reading shelves and maintaining library collections.

  8. Provides assistance to library users to include basic reference, basic reader’s advisory, use of library equipment, and materials.

  9. Prepares and verifies daily, cash drawer funds as needed.

  10. Operates and performs basic maintenance on photocopier, fax machine, public internet terminals, print payment machine, electronic cash register, receipt printers, credit card machine.

  11. Perform daily opening and closing procedures, enforcing safety and security measures.

  12. Responds to telephone inquiries, communicates orally in person and via telephone and two-way radio.

  13. Performs inter-library loan procedures for incoming and outgoing library materials.

Supervision and/or Leadership Exercised: None

Physical Requirements:

  1. Must be able to stoop, bend, walk and reach heights of six (6) feet.

  2. Must be able to lift or pull book bags and equipment up to fifty (50) pounds.

  3. Must be able to push/pull loaded book truck up to three hundred (300) pounds.

  4. Must be able to work in confined spaces, sit and stand for long periods, walk, climb, stoop, kneel and crouch.

  5. Must be able to twist, reach, feel and have finger and manual dexterity.

A detailed and complete job application is REQUIRED and helps us to better evaluate your qualifications. In completing your job application, please be sure to provide a COMPLETE employment history regarding any relevant experience that you wish for us to consider. This information will also be used to determine salary in the event that you are selected for this position. NOTE: A cover letter and/or resume will NOT substitute for an incomplete job application.

Please understand that even though a location(s) is listed regarding this job posting, other locations may be added. If you are interested in this job, we encourage you to apply, regardless of the location, because other positions may be filled from this job posting/applicant pool as they become vacant.

Pay Range

$15.12 – $18.46


Full-time/ 30 hours per week.


  • Various – Mon-Sat -at least one night a week and some Saturdays

Old Quarry:

  • Mon 9-4; Wed 1-9; Thu 9-4; Fri 9-6, with alternate Saturdays.

Schedules are subject to change to meet the needs of the branch.

Job Close Date
Type of Posting External
Department Library
Regular/Temporary Regular
Grant Funded or Pooled Position Not Applicable
Category Clerical
Location Terrazas and Old Quarry Library
Preferred Qualifications
  1. Speaking ability in Spanish or an Asian language
  2. Previous cash handling experience
  3. Previous experience using Sirsi/Workflows in a library setting
  4. Competency in oral and written communication
  5. Extensive customer service experience in a multicultural setting
  6. Extensive experience serving homeless customers in a library setting
  7. Flexibility with schedule changes to meet the needs of the branch
Duties, Functions and Responsibilities

Essential duties and functions, pursuant to the Americans with Disabilities Act, may include the following. Other related duties may be assigned.

  1. Greets visitors, handles their inquiries, and directs them to the appropriate person.

  2. Answers multi-line telephones, or two-way radios and directs calls or takes messages.

  3. Maintains office supply inventories by placing orders.

  4. Schedules and coordinates meetings.

  5. Distributes, disperses, and reconciles petty cash requests.

  6. Types letters, memos, forms and other correspondence.

  7. Picks up, sorts and delivers mail to appropriate person.

  8. Files and retrieves documents, records and reports.

  9. Maintains records, enters data and retrieves data as needed.

  10. Analyzes and interprets data and prepares reports.

Knowledge, Skills and Abilities

Must possess required knowledge, skills, abilities and experience and be able to explain and demonstrate, with or without reasonable accommodations, that the essential functions of the job can be performed.

  • Knowledge of applicable processes, techniques and methods.

  • Knowledge of city practices, policy and procedures.

  • Skill in oral and written communications.

  • Skill in using computers and related software.

  • Skill in handling multiple tasks and prioritizing.

  • Skill in data analysis and problem solving.

  • Skill in planning and organizing.

  • Ability to work with frequent interruptions and changes in priorities.

  • Ability to establish and maintain good working relationships with city employees and the public.

Does this job require a criminal background investigation? This position requires a criminal background investigation

City of Austin is committed to compliance with the American Disabilities Act. If you require reasonable accommodation during the application process or have a question regarding an essential job function, please call (512) 974-3210 or TTY (512) 974-2445.

Information For City Employees: If you are an employee within the department, are in good standing and meet both the minimum and preferred qualifications, then you will receive an initial interview.

Supplemental Questions

Required fields are indicated with an asterisk (*).

  1. * This position requires graduation from high school or equivalent, plus three (3) years of experience in general clerical/secretarial experience. Any combination of education and/or work experience will substitute for minimum qualifications. Do you meet this minimum requirement?
    • Yes
    • No
  2. * If selected as the top candidate, do you agree to a criminal background check?
    • yes
    • no
  3. * Are you able to work varied hours, including days, evenings and weekends?
    • Yes
    • No
  4. * Do you have experience working in a library or bookstore?
    • Yes
    • No
  5. * Describe in detail, using complete sentences, your experience and responsibilities working in a library or bookstore.

    (Open Ended Question)

  6. * How many years of Customer Service experience do you have?
    • Less than two (2) years
    • Two (2) to four (4) years
    • More than four (4) years
  7. * Do you have customer service experience serving multicultural communities and homeless populations?
    • Yes
    • No
  8. * If YES, please describe in full sentences your customer service experience with the above population groups:

    (Open Ended Question)

  9. * Do you have experience in cash handling and using a cash register and credit card machine?
    • Yes
    • No
  10. * Select the skill level that best describes your computer proficiency.
    • Basic: Create simple documents and retrieve my emails
    • Intermediate: Create/edit documents and spreadsheets to retrieve, edit and reformat document features such as color, font style and size of text, change page size/width, & filter/sort data fields
    • Advanced: Create/edit complex documents & spreadsheets; integrate features such as tables, charts, mathematic formulas, hyperlinks, graphics; import data from one document to another, etc.
    • No computer skills
  11. * Do you speak any languages, other than English, well enough to assist customers?
    • Yes
    • No
  12. * If yes, list the languages you speak and fluency levels. Use complete sentences.

    (Open Ended Question)

  13. * Do you have experience performing library circulation tasks using Sirsi/Dynix WorkFlows?
    • Yes
    • No

Optional & Required Documents

Required Documents
  1. Resume
Optional Documents