Library Assistant

UCI Series Concepts -- UCI SIZE-NEUTRAL SUPPLEMENTAL GUIDELINES

Class Specifications - B.15
Library Assistant V (6758) SIZE-NEUTRAL
Library Assistant IV-Supv (6765) SIZE-NEUTRAL
Library Assistant IV (6759) SIZE-NEUTRAL
Library Assistant III-Supv (6766) SIZE-NEUTRAL
Library Assistant III (6760) SIZE-NEUTRAL
Library Assistant II-Supv (6767)
Library Assistant II (6761)
Library Assistant I (6762)

April, 1983 -- SIZE-NEUTRAL MARCH 1995

SERIES CONCEPT

Library Assistants perform and/or supervise technical and/or 
paraprofessional duties typically under the direction of a 
Librarian, in one or more functional areas in libraries and 
related units that are administered in accordance with the 
practices and techniques of professional librarianship; and 
perform related duties required.  The term, technical, as it 
relates to Library Assistants' duties indicates that incumbents 
perform duties that require knowledge of terminology, practices, 
systems, and procedures that is unique to a library setting.  
The term, paraprofessional, as it relates to Library Assistants' 
duties indicates that incumbents perform complex technical duties 
of a limited professional nature, in prescribed areas, under the 
direction of or in conjunction with Librarians. These duties 
typically do not require the application of academic training in 
library principles and procedures at the full professional level.

Duties performed in the Library Assistant series cover a range of 
diverse but specific areas of operational responsibility within the 
library such as:
-  public service including circulation and information
   services;
-  processing including identifying and acquiring library
   materials, preparing library materials for use  and
   conserving library materials;
-  specialized subject and language knowledge at a level
   necessary to assist in the process of developing and
   processing library collections;



leading or supervising employees in a working unit.

Work performed by Library Assistants in the above areas of responsibility 
typically occurs within the following functional areas:
-  identification and acquisition of library materials;
-  preparation and organization of library materials;
-  preservation of library materials;
-  bibliographic searching and retrieval;
-  serialsprocessing;
-  circulation and lending;
reference and information services.

Specific tasks performed include but are not limited to: ordering 
and receiving library materials, cataloging and classification, 
bibliographic searching, information services, circulation services, 
serials posting and claiming, processing of library records into 
machine-readable form, and maintenance and repair of library materials.

The Library Assistant series consists of five levels that recognize 
increasing degrees of work difficulty, supervisory/managerial 
responsibility and/or specialization in functional areas depending on 
work assignments in one or more library units. Library Assistants at 
the higher levels of the series typically work under the direction of 
a Librarian as Subject Specialists, Functional Specialists, Special 
Material Experts or Supervisors of Library Units. As Subject Specialists 
incumbents possess substantial subject and/or language background and, 
in the areas of special knowledge, apply their expertise in support of 
the acquisition, processing and use of library materials. As Functional 
Specialists incumbents possess substantial knowledge and background in 
a particular library function and apply their expertise in expediting 
the acquisition, use and processing of library materials. As Special 
Material Experts incumbents apply specialized knowledge to process and 
service particular forms of library materials such as manuscripts, maps, 
and non-print media. As Supervisors of Library Units incumbents are 
assigned responsibility for representing their units to library department
 heads, faculty, students, staff, and the general public in addition to 
managing the activities of their units. The Library Assistant series is 
distinguished from other staff series in the library system in that the 
positions usually involve a set of duties unique to library practices 
and procedures. Library Assistants differ from Librarians in that Library 
Assistants focus primarily on tasks and functions within assigned areas of 
responsibility whereas the scope of the Librarians' responsibility involves 
the entire library, the community it serves and the profession as a whole. 
Library Assistants work within policy parameters established by Librarians.

CLASS CONCEPTS

Library Assistant V

Under the general direction of a Librarian, incumbents coordinate 
activities involved in the operation of a complex library unit and/or 
perform the most complex duties of a paraprofessional nature in a 
functional or highly specialized subject area. The Library Assistant V 
class is distinguished from the Library Assistant IV class by the 
greater scope of coordinating responsibilities (full supervisory* 
responsibility in a more complex library unit) or by the performance 
of more complex specialized duties that require more frequent 
independent application of paraprofessional knowledge of library 
practices and procedures.

*In this case incumbent must supervise a minimum of 2 FTE and meet 
all other criteria for FLSA Executive Exemption.  Nonsupervisory 
positions must meet all criteria for either FLSA Professional or 
Administrative Exemption.

Library Assistant IV

Under direction, incumbents perform difficult specialized duties 
that require frequent independent application of a paraprofessional 
knowledge of library principles and procedures, and in addition may 
have supervisory responsibility within the library unit. Assignments 
are defined in terms of a functional area or specialized subject 
matter field. This class differs from the Library Assistant III class 
in that the work performed requires frequent application of 
paraprofessional knowledge of library practices and procedures.

Library Assistant IV-Supervisor

Performs range of duties outlined in the Class Concepts for Library 
Assistant IV AND IN ADDITION MEETS THE HEERA REQUIREMENTS FOR 
DESIGNATION AS A SUPERVISORY EMPLOYEE.

Library Assistant III

Under general supervision, incumbents perform specialized duties 
requiring technical library skills at the advanced operational 
level and/or paraprofessional library skills and a general knowledge 
of library practices and procedures. Incumbents in addition may serve 
as work leaders in a complex library unit or as supervisors of a less 
complex unit. Work leaders typically perform the more difficult tasks 
in the unit in addition to assigning and reviewing work performed by 
lower level Library Assistants and clerical personnel. Supervisors at 
this level typically hire and recommend disciplinary action for 
personnel in addition to assigning, reviewing and evaluating work.  
Assignments are defined in terms of a functional area specialty, 
covering general or specialized subject-matter fields, and work is 
usually performed within the limits set by the guidelines of the 
library unit. Work is subject to review when solution of a problem 
involves new applications of established guidelines. The Library 
Assistant III class differs from the Library Assistant II class in 
that the work performed requires use of paraprofessional and advanced 
operational technical skills involving a general knowledge of library 
practices and procedures.

Library Assistant III-Supervisor

Performs range of duties outlined in the Class Concepts for Library 
Assistant III AND IN ADDITION MEETS THE HEERA REQUIREMENTS FOR 
DESIGNATION AS A SUPERVISORY EMPLOYEE.

Library Assistant II

Under supervision, incumbents perform technical duties requiring 
operational level skills and a basic knowledge of library, 
practices and procedures.  Assignments are defined in terms of 
functional areas within the library unit, with the nature of the 
problem identified and the specific objectives defined in 
consultation with higher level Library Assistants or with 
Librarians. Identification of the problem typically utilizes a
written code or manual.  Incumbents work within established 
library guidelines in arriving at solutions and exercise judgment 
in determining the applicability of guidelines to specific problems. 
Work is subject to review when problems involve making decisions 
outside the limits established by the guidelines.  Incumbents work 
in one or more areas of functional responsibility within a library 
unit as described in the series concept. The Library Assistant II 
class differs from the Library Assistant I class in that the duties 
assigned are more difficult, are performed with less supervision, 
and require technical operational level skills and a basic knowledge 
of library practices and procedures.

Library Assistant II-Supervisor

Performs range of duties outlined in the Class Concepts for Library 
Assistant II AND IN ADDITION MEETS THE HEERA REQUIREMENTS FOR 
DESIGNATION AS A SUPERVISORY EMPLOYEE.

Library Assistant I

Under supervision, incumbents perform clearly defined technical 
duties in a library unit in one or more areas of functional 
responsibility as described in the series concept.  Work is 
performed according to prescribed procedures and/or defined 
instructions and is usually subject to close and continuing 
review until the standard procedures are learned. This is the 
entry level in the series, however, positions may be assigned 
to this level on a continuing basis. This class differs from 
other classes in the clerical/administrative series in that 
the work performed requires knowledge that is unique to the 
library system.

MINIMUM QUALIFICATIONS

Applicants for positions in the Library Assistant series are
expected to possess the skills, knowledge, and abilities 
essential to the successful performance of the duties assigned 
to the positions. Note: Specific qualification requirements are 
approved for positions by the Personnel Manager in accordance 
with the provisions of Staff Personnel Policies 210.8 and 210.9.

SIZE-NEUTRAL APPLICATION OF LIBRARY ASSISTANT
SUPPLEMENTAL GUIDELINES -- MARCH 1995

LIBRARY ASSISTANT SERIES
UCI CAMPUS SUPPLEMENTAL GUIDELINES
Approved January 1984

SERIES CONCEPT

Library Assistants perform and/or supervise technical and/or 
limited professional duties typically under the direction of 
a Librarian in one or more functional areas in libraries and 
related units that are administered in accordance with the 
practices and techniques of professional librarianship; and 
perform related duties required.

The term, technical, as it relates to Library Assistants' duties 
indicates that incumbents perform duties that require knowledge 
of terminology, practices, systems, and procedures that is unique 
to a library setting.

The term limited professional indicates that the incumbents use 
limited professional knowledge to perform duties characterized by 
increased difficulty and complexity, requiring frequent problem 
solving. Limited professional knowledge is defined as a high level 
of knowledge gained through experience in a specific area of 
librarianship without the theoretical base.

The term unit is defined as a major division of the Library, such 
as a department.  The term section is defined as one of several 
components in a unit, a branch library (MCL, BSL, PSL), or the 
equivalent.

Duties performed in the Library Assistant series cover a range of 
diverse but specific areas of operational responsibility within the 
library such as:

- public service including circulation and information services;
- processing including identifying and acquiring library materials, 
  preparing library materials for use and conserving library materials;
- specialized subject and language knowledge at a level necessary to 
  assist in the process   of developing and processing library collections;
- leading or supervising employees in a section.

Work performed by Library Assistants in the above areas of responsibility 
typically occurs within the following functional areas:

- identification and acquisition of library materials;
- preparation and organization of library materials;
- preservation of library materials;
- bibliographic searching and retrieval;
- serials processing;
- circulation and lending;
- reference and information services.

Specific tasks performed include but are not limited to: ordering and 
receiving library materials, cataloging and classification, bibliographic 
searching, information services, circulation services, serials posting 
and claiming, processing of library records into machine-readable form, 
and maintenance and repair of library materials.

The Library Assistant series consists of five levels that recognize 
increasing degrees of work difficulty, supervisory/managerial 
responsibility and/or specialization in functional areas depending 
on work assignments in one or more library units.

The Library Assistant series differs from other classes in the clerical/
administrative series in that the work performed requires knowledge that 
is unique to the library system.  Library Assistants differ from Librarians 
in that Library Assistants focus primarily on tasks and functions within 
assigned areas of responsibility whereas the scope of the Librarians' 
responsibility involves the entire library, the community it serves and 
the profession as a whole.  Library Assistants work within policy parameters 
established by Librarians. 

CLASS CONCEPTS

Library Assistant I

Library Assistant I is the entry level.  At this level the incumbent 
is typically under close supervision, and the work is less varied and 
complex than at the Library Assistant II level.  The entry level may be 
used for training and for entry into the operational level.

Positions may be assigned to this level on a continuing basis or may be 
used in an LA I/II continuum.  The continuum means that the position is 
properly classified at the Library Assistant II level, and when the 
incumbent is performing fully at the LA II level following a training 
phase, the incumbent will be promoted to a Library Assistant II without 
the need for a job audit.

The following concepts apply to the LA I level:

Follow prescribed procedures and instructions to perform 
clearly defined duties as described in the series concepts.

Work is subject to close and continuing review until standards 
and procedures are learned.

Library Assistant II

Library Assistant II is the operational level.  At the operational 
level the incumbent typically has the full range of skills and 
knowledge required to perform skilled work.  Under supervision, the 
incumbent is usually responsible for the performance of a variety of 
duties.  Work is performed independently with referral to procedures 
and guidelines.  Situations not covered by guidelines are referred to 
the supervisor.  The following concepts apply.

Basic knowledge of library policies and procedures is required.  
Basic knowledge is defined as an understanding of common terminology 
through basic education or experience, sufficient to understand and 
follow written codes and manuals used in technical functions at this 
level.

Perform technical duties.  The term "technical" indicates that 
incumbents perform duties that require knowledge of terminology, 
practices, systems and procedures that are unique in a library 
setting.

Assignments defined in terms of:  a) functional areas within the 
unit,  b) nature of the problem identified,  c) specific objectives 
defined in consultation with supervisors.

4. Written code or manual used.

5. Work within established guidelines to arrive at solution.

6. Exercise judgment to determine applicability of guidelines to 
specific problems.

7. Work subject to review when performed outside guidelines.

Library Assistant II-Supervisor

Performs range of duties outlined in the guidelines for Library 
Assistant II AND IN ADDITION MEETS THE HEERA REQUIREMENTS FOR 
DESIGNATION AS A SUPERVISORY
EMPLOYEE.

Library Assistant III

Library Assistant III is the advanced operational and beginning 
limited professional level.  At the advanced operational level 
the incumbent, under general supervision, typically performs 
complex duties requiring the use of skills beyond the operational 
level.  The following concepts apply.

Perform specialized duties requiring limited professional library 
skills and technical library skills at the advanced operational level.  
These duties typically do not require the application of academic 
training in library principles and procedures at the full professional 
level.

General knowledge of library practices and procedures is required.  
This is defined as a broad knowledge of library practices, procedures, 
and terminology acquired through substantive training and/or education 
in one or more functional areas sufficient to perform within established
guidelines. 

Work is characterized by increased difficulty and complexity and 
requires frequent problem solving.

Assignments may be defined in terms of a functional area speciality 
or subject area specialty.  Work is performed within limits set by 
guidelines of the library section.

Work is subject to review when solution of problem involves new 
application of established guidelines.

In addition to sections 1-5 above, on or both of the following 
concepts may apply.

May serve as work leaders in complex library section, performing 
the more difficult tasks in the section and assigning and reviewing 
work performed by lower-level employees.

May supervise a single-functional section. Assigns and reviews work.  
Hires, evaluates performance, and initiates disciplinary action.

Library Assistant III-Supervisor

Performs range of duties outlined in the guidelines for Library 
Assistant III AND IN ADDITION MEETS THE HEERA REQUIREMENTS FOR 
DESIGNATION AS A SUPERVISORY EMPLOYEE.

Library Assistant IV

Library Assistant IV is the middle range of the limited professional 
level.  Under direction, incumbents perform complex, technical duties 
of a limited professional nature in prescribed areas. The LA IV level 
is distinguished form the LA III level by a requirement for broader 
knowledge and more independent interpretation and application of rules, 
precedents, and guidelines.  Library Assistants at this level typically 
work under direction as subject specialists, functional specialists, 
special material experts, or supervisors of multifunctional library 
sections.

Subject Specialists posses substantial subject and/or language background, 
and in the areas of special knowledge, apply their expertise in support 
of the acquisition, processing, and use of library materials.

Functional Specialists possess substantial knowledge and background in a 
particular library function and apply their expertise in expediting the 
acquisition, use, and processing of library materials.

Special Materials Experts have responsibility for selection, acquisition, 
cataloging and servicing of library materials that require specialized 
knowledge to handle, such as maps, government documents or media.

Supervisors of Multifunctional Sections have assigned responsibility for 
representing their sections to library department heads, faculty, students, 
staff, and the general public, in addition to managing the activities of 
their sections.  A multifunctional section is one in which the supervisor 
is responsible for dissimilar functions or services.

One or more of the following concepts apply:

Perform difficult specialized duties that require frequent independent 
application of a limited professional knowledge of library policies and 
procedures.

Has supervisory responsibility for a multifunctional library section or 
the equivalent that frequently requires the determination of procedures, 
methods and policy applications; preparation of reports and policy 
recommendations; and participation in long-range planning for departmental 
administrative needs within overall goals of the administrative unit.

Assignments are defined in terms of a functional area or specialized 
subject matter field.

Library Assistant IV-Supervisor

Performs range of duties outlined in the guidelines for Library 
Assistant IV AND IN ADDITION MEETS THE HEERA REQUIREMENTS FOR 
DESIGNATION AS A SUPERVISORY EMPLOYEE.

Library Assistant V

Library Assistant V is the top of the limited professional level.  
Under general direction of a librarian, work performed is 
characterized by the broadest scope of knowledge and independent 
interpretation of rules, precedents, and guidelines. Work performed 
at this level is distinguished from that of the Library Assistant IV 
by the greater scope of coordinating responsibilities or by the 
performance of more complex specialized duties that require more 
frequent independent application of limited professional knowledge 
of library practices and procedures. In additional to the concepts 
described for the LA IV level, one or both of the following 
concepts apply:

Coordinates activities in the operation of a complex library unit.  
A complex library unit is typically one having multiple sections 
performing discrete functions and requiring a greater scope of 
coordinating responsibilities.  Coordination of activities includes 
decision-making responsibility for daily operations of the unit.  
Actions and decisions are not routinely subject to supervisory review 
or other kinds of checking.  Exercises initiative in planning and 
implementation and selects methods and procedures within a general 
framework of policies and precedents.

IN THIS CASE THE INCUMBENT MUST SUPERVISE A MINIMUM OF 2 FTE AND 
MEET ALL OTHER CRITERIA FOR FLSA EXECUTIVE EXEMPTION.

Performs the most complex duties of a limited professional nature 
in a functional or a highly specialized subject area.  Most complex 
duties are those that require analysis, evaluation, adaptive thinking, 
or judgment and are varied, non-routine, or non-standardized.  These 
same qualities typically characterize the level of the external and 
internal working relationships of these positions.  A highly specialized 
subject area is one that requires specialized academic preparation, 
knowledge, training, or skills and requires expertise that enables the 
incumbent to make a unique contribution to the operation of the unit.

NONSUPERVISORY LA V POSITIONS MUST MEET ALL CRITERIA FOR EITHER FLSA 
PROFESSIONAL OR ADMINISTRATIVE EXEMPTION.