< Processing Supervisor & Cataloging Specialist June 2005 -- Washburn University School of Law

Processing Supervisor & Cataloging Specialist
June 2005

Leigh Ives

The Technical Services Supervisor is responsible for managing all aspects of cataloging, materials processing, bindery, and distribution of continuations, and performing copy and basic original cataloging. Incumbent supervises the Serials/Bindery Assistant and the Technical Services Assistant. Incumbent interacts with the Library's Administrative Assistant and the Cataloger/Reference Librarian. The Technical Services Supervisor is supervised by and consults with the Head of Technical Services should questions or problems arise.

The Law Library maintains its monograph and continuations records on a computerized integrated library system shared with Mabee Library and several other Topeka libraries. Incumbent must be familiar with the system, understand the interaction of various system modules, and be able to perform all functions on the system required to successfully complete assigned duties.

Management of Technical Services Department Processing Activities (45%)

  1. Training/Supervision (10%). Directly trains and supervises the Serials/Bindery Specialist and the Technical Services Assistant. May occasionally supervise student assistant(s). Is responsible for scheduling and reviewing work. Requires knowledge of the duties associated with each of these other positions, e.g., serials receipt and distribution, serials check-in record maintenance, commercial binding activities, continuations processing and distribution, searching and editing of OCLC records, maintaining records in the integrated library system, basic book repair.
  2. Workflow Coordination (15%). Works independently with minimal supervision to coordinate the processing of materials which flow through the Technical Services Department and ensures books, continuations, serials, and other items are available to library users in a timely manner. Incumbent exercises judgment in the application and interpretation of policies and procedures. Requires knowledge of library records, materials, and procedures, as well as library-wide workflow.
  3. Problem-Solving (20%). Uses initiative, originality, and sound judgment to resolve routine and complex problems related to receipt and processing of materials. Requires regular contact with vendors and publishers via phone and e-mail to ensure the proper items are received. Will also involve contact with law school faculty and staff to retrieve missing material, etc.

Copy and Original Cataloging (40%)

  1. Sorting New Material (5%). Reviews all new material after it is received by the Library's Administrative Assistant. Determines whether an item is a new title to be cataloged, a continuation volume which replaces or supplements an existing item, or a replacement for a missing item and follows appropriate procedures to add the item to the library's collection.
  2. Searching, Editing, and Producing on OCLC (20%). Supervises searching of OCLC for appropriate bibliographic records to titles requiring cataloging. Reviews and edits each OCLC record to ensure the descriptive portion follows AACR2 standards and headings are consistent with the library's authority file. Assigns classification numbers and some subject headings as needed. Produces records on OCLC, and in most cases prepares a call number label which will be attached to the item. Exports records to the library's integrated library system. It is expected that new titles will be processed and shelved within seven working days of receipt.
  3. Maintaining Integrated Library System Records (10%). Maintains existing records by changing, adding, and deleting bibliographic, item, and checkin records on the integrated library system. This duty consists largely of reviewing existing records and updating them as needed.
  4. Processing Continuation Volumes (5%). Identifies continuation volumes and ensures they are handled appropriately. Actual processing (e.g., labeling) may be delegated to the Technical Services and/or Student Assistants. It is expected continuations volumes will be processed and shelved within five working days of receipt.

Public Service (5%)

It is expected the Cataloging Assistant will be able to provide users with instructions for locating library materials and services. Incumbent shall be introduced to the nature of legal research materials by attending a section of Legal Research and Writing taught by law school faculty. Incumbent will also spend time with each library staff member to gain an understanding of the duties they perform. Performance of these duties will help to provide incumbent with the background and familiarity needed to successfully complete the technical service duties associated with this position.

Other Duties and Responsibilities (10%)

Incumbent is expected to recommend changes to increase the efficiency of the Technical Services Department. Prepares the library's Acquisitions Alert on a weekly basis. Oversees the receipt, check-in, and shelving of Kansas Briefs. Assists with maintaining Tenth Circuit and Kansas Cases opinions on the world wide web. Special projects may be assigned at the discretion of the Head of Technical Services.