Circulation Services Specialist (506232)

  • Cal State University (CSU) Monterey Bay
  • Seaside, California
  • Jan 01, 2022
Full Time Other

Job Description


Classification: Library Services Specialist III
Anticipated Hiring Salary: Mid to high $4,000's/month
CSU Salary Schedule
40 hours per week
FLSA: Exempt

Priority Screening Date: Extended to November 28, 2021
Recruitment Status: Open Until Filled.


Powered by an inspiring Founding Vision Statement, California State University, Monterey Bay (CSUMB) is a mid-sized comprehensive baccalaureate and masters granting university whose staff and faculty help transform student lives through a focus on student success and engagement through project-based learning, service learning in its regional community, and the promotion of multicultural and global perspectives on and beyond campus. CSUMB is both a Minority Serving Institution (MSI) and a Hispanic Serving Institution (HSI) and has a vibrant, diverse student body of over 7,400 students. The university's Strategic Plan prioritizes inclusive excellence through recruiting and investing in the development of a diverse body of faculty, staff, and administrators. CSUMB's sustainability initiative is to be carbon neutral by 2030. The university's faculty and staff, many of whom live in the East Campus housing development, appreciate living and working so close to the shores of the beautiful Monterey Bay. As one of the 23 campuses in the California State University (CSU) system, CSUMB offers excellent benefits, including access to below-market-rate campus housing and competitive salaries for faculty and staff.


Under the general supervision of the Library Dean and day-to-day work direction of the Chief Assistant to the Library Dean, the Circulation Services Specialist performs specialized technical and paraprofessional duties and oversees the daily operations of the Circulation unit, Course Reserves, and other access services related to circulation and the use of the library's public areas. The Circulation Services Specialist coordinates and supervises staff and student assistants and provides direct circulation services to library users.

ESSENTIAL DUTIES AND RESPONSIBILITIES include, but are not limited to, the following:
  • Oversees the daily operations of the Circulation and Course Reserves unit: coordinates On-duty Circulation Supervisor schedule and provides scheduled coverage and during staff absences; coordinates and provides direct circulation service and support to library users. In conjunction with the Library Dean and/or Chief Assistant to the Library Dean, drafts, revises, implements, and evaluates circulation policies. Investigates and independently solves patron and public access circulation problems with referral to the Dean when appropriate. Solves disputes with faculty, student and others by analyzing the problems and recommending possible solutions to the Library Dean.
  • Provides lead work direction to Circulation / Course Reserves staff, provides hiring recommendations to the Library Dean; recruits, trains, assists, organizes workflow, establishes priorities, assigns and reviews work performed by Circulation/Course Reserves staff; supervises student assistants and approves student assistant timesheets; schedules and facilitates circulation group meetings, reports and discusses issues concerning the circulation unit to the Dean. Coordinates circulation equipment and supplies.
  • Creates, edits, and deletes library catalog records, instructs and assists library users in using the library catalog including recalls, holds, renewals, self-check and locker pick-up, and occasionally with other library databases. In conjunction with the Library Dean and in collaboration with the Chief Assistant, Coordinator of Collections and Electronic Resources, and/or Coordinator of Reference Services, coordinates periodic collection inventory.
  • Coordinates and manages the library management system circulation functions: establishes staff and student employee access privilege levels; conducts training in the operational application and use of the circulation functions: manages library patron accounts and circulation item record profile; establishes loan and request terms and policies; identifies and modifies overdue, recall, and hold notice parameters in collaboration with the Digital Services Support Specialist.
  • Troubleshoots and revises library management system circulation functions and theft detection system problems in conjunction with the Digital Services Support Specialist.
  • With guidance from the Library Dean, coordinates with the University Police Department regarding building security. Assists the Library Dean and Library Analyst in the management of library public spaces; receives reports of building issues and submits facilities service requests as needed.
  • Coordinates with the Accounting Department on library fees and adjustments for overdue, recalled, lost/missing, and damaged library items; drafts, implements, and revises billing policy and procedures; creates, modifies, and submits charge list for invoicing from overdues, creates and submits credit adjustment files for returned items; updates reports for student library charges from the data maintained by Accounts Payable (AP) and reports problems to AP or the appropriate department; creates and submits non-student, and public library charge files, adjustments and collection invoices to Library Administration; updates patron library accounts to reflect billing charges and adjustments; places and removes academic holds on students.
  • Extracts student and employee information from enterprise information system to create library patron records. Uploads records to the library management system database. Investigates and corrects uploaded data as needed. Coordinates student matriculation information with campus Registrar.
  • Communicates with circulation staff at other CSUs as needed to maintain high-quality circulation services.
  • Collaborates with Coordinator of Collections and Electronic Resources and Coordinator of Reference Services on collection management initiatives, coordinates stacks maintenance operations.
  • Coordinates with Digital Services Support Specialist and IT staff to support and maintain circulation-related hardware and software.

Other Functions:
  1. May manage circulation- and building-related pages on the library website.
  2. May coordinate and/or lead library-wide or cross-functional workgroups focused on policies and/or initiatives.
  3. Perform other job-related duties and special projects as assigned.


Knowledge: Thorough knowledge of and ability to interpret overall library policies and procedures and an in-depth knowledge of library operations, policies and procedures pertaining to assigned functional area, including a solid understanding of individual work functions and the ability to adapt work procedures. Thorough knowledge of: external online databases, system and resources, including the ability to perform complex online searches; institution's and library's policies and practices associated with the ethical use of and access to library and online resources; all aspects of lead work direction including assisting in employee selection, training employees in new work procedures, assigning work, organizing workflow and establishing priorities, reviewing work, providing input to performance evaluations and promoting teamwork to optimize effectiveness. Working knowledge of: library collection and its organization, as well as classification schemes national standards pertaining to library operations, including a thorough knowledge of institutional standards pertaining to copyright and intellectual property protection and the ability to interpret and apply them, as well as explain them to patrons, to ensure compliance; library accounting and budget procedures and allocation processes, and ability to apply this knowledge to assist in handling vendor accounts and the budget process; campus human resource practices and payroll procedures.

Skills: Strong written and verbal communication skills to be able to prepare internal library reports and written and visual presentations on library resources and present them to library patrons, including students. Strong communication and interpretive skills to be able to interview patrons regarding their information needs and guide them in the use of more complex library and online resources.

Abilities: Ability to investigate and research more complex problems, including analyzing and interpreting information.


Completion of a high school diploma or equivalent certification and three years of related library and/or clerical experience or an equivalent combination of experience and education.


Working knowledge of library collection and its organization, as well as Library of Congress Classification. Demonstrated knowledge of MARC (Machine Readable Cataloging) and expertise in creating and correcting bibliographic records.

Thorough knowledge of external online databases, systems and resources, especially the Primo discovery layer, including the ability to perform complex online searches.

Demonstrated expertise in using library automated system(s), especially the Alma Unified Library Management System and subsystem(s) pertaining to the functional area, including database maintenance.


Demonstrated initiative and adaptability to change. Evidence of continuous education and training to enhance skills and knowledge. Technical fluency with Google Apps for Education, Microsoft Office, Oracle/PeopleSoft, Common Management System or equivalent. Experience working with a diverse and multicultural population. Highly desirable: Demonstrated understanding of and commitment to CSUMB's Vision.

  • All offers of employment are contingent upon the successful completion of a background check (including a criminal records check).
  • The person holding this position is considered a "mandated reporter" under the California Child Abuse and Neglect Reporting Act and is required to comply with the requirements set forth in CSU Executive Order 1083 as a condition of employment.
  • This position will have a duty to report to the Campus Title IX Officer information pertaining to victims of sex discrimination, sexual harassment, sexual misconduct, dating/domestic violence, and stalking as required by CSU Executive Order 1095.
  • This position has been designated as a sensitive position with
    • responsibility for the care, safety and security of people (including children and minors), animals and CSU property.
    • responsibility or access/possession of building master or sub-master keys for building access.
    • access to and responsibility for detailed personally identifiable Level 1 confidential information about students, faculty, staff or alumni that is protected, personal or sensitive as defined in the CSU Information Security Data Classification Standards.
  • This position is required to comply with confidentiality requirements outlined in the Department of Education's Family Educational Rights and Privacy and California's Educational Code Chapter 13 regarding sensitive student issues.
  • May require occasional evenings and/or weekend work.


Office environment with standard equipment and tasks. The position requires working at a computer and desk for extended periods of time. May require travel between campus offices and off-campus locations. Ability to lift between 20-30 pounds.

There are components of this job that are deemed essential on campus. This position will primarily work on the main campus, with occasional work from home. This position requires working on campus with students. The health and safety of our students, faculty, and staff remain our highest priority. In the fall, students, faculty, staff, and the community can expect that masks will be required and that the appropriate degree of social distancing will be in place in all areas based on evolving guidance. Additionally, all students, faculty, and staff are encouraged to be vaccinated before coming to campus. All community members who work or attend class on campus should expect to participate in a random or periodic testing system. CSUMB will communicate more information about vaccination requirements and testing protocols when the details become available.


CSUMB offers a premium benefit package that includes outstanding vacation, health, dental and vision plans; membership in the California Public Employees Retirement System (CalPERS); and 14-paid holidays a year. For more information, visit CSU System Benefits . Additionally, University Corporation at CSU Monterey Bay provides access to affordable campus housing based on availability; visit Employee Housing for more information.


For full consideration, applicants must complete the required online application prior to the priority screen date found at Application submissions received after the application screening date will be reviewed at the discretion of the University. Materials submitted become the property of CSUMB and will not be returned.

CSUMB is not a sponsoring agency for staff or management positions.

Reasonable accommodations will be provided for qualified applicants with disabilities who self-disclose by contacting University Personnel at (831) 582-3389. All employees must be eligible for employment in the U.S.


CSUMB hires only individuals lawfully authorized to work in the United States and is an E-Verify employer. In compliance with federal crime awareness and campus security legislation, including the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics, you can view the notice of availability and access the Cal State University, Monterey Bay annual security and fire safety reports at .

CSUMB requires faculty, staff, and students who are accessing campus facilities to be immunized against COVID-19 or declare a medical or religious exemption from doing so. Any candidates advanced in a currently open search process should be prepared to comply with this requirement. The systemwide policy can be found at https://calstate. latest/ and questions may be sent to universitypersonnel@csumb. edu.

CSUMB is a smoke and tobacco-free campus.


CSUMB is an Equal Opportunity Affirmative Action employer seeking to recruit and support a broadly diverse community of faculty and staff. We value and celebrate diversity in all its forms and strive to foster an inclusive culture built on respect that affirms inter-group relations and builds cohesion. We consider qualified applicants for employment for their anticipated contributions and without regard to race, color, religion, national origin, age, gender, gender identity or expression, sexual orientation, genetic information, medical condition, pregnancy, marital status, veteran status, or disability.

Closing Date/Time: Open until filled

Job Address

Seaside, California United States View Map