Library Services Manager - Public Services

GENERAL DESCRIPTION OF DUTIES
This position is for the Library Services Manager for Public Services reporting to the Main Library. Manages the provision of Library Services to the public through various extensions of the library system, including six or more library branches, extended services by vehicle delivery to senior residential homes, Circulation Services, Collection Services and other appropriate means. Work involves supervising professional and paraprofessional staff. Assisting in developing departmental mission and vision, planning and organizing Library Services, ensuring implementation of Board and Library policies, and managing financial and human resources in accordance with budget and personnel policies. This position reports to the Library Director. Library Services Manager uphold the mission and values of the library system when performing these duties by following library policies and procedures while providing excellent customer service to all internal and external customers.

NOTE: The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position. The Job Description Questionnaire (JDQ) reflects a more detailed description of the position. Neither the job description nor the JDQ constitutes an employment agreement. Both are subject to change as the needs of the County and requirements of the job change.
ESSENTIAL DUTIES
Supervision: Interviews, hires, coaches and evaluates employees; takes corrective actions as needed. Maintains related personnel files; Meets with Library Services Coordinators as a group to facilitate communication and awareness throughout the library system; to ensure uniform levels of customer services and equitable handling of employee actions, etc.; and to coordinate service delivery; Trains new supervisors in positive reinforcement, coaching and personnel procedures (interviewing, hiring, writing of JDQs and standards, performance evaluations); Empowers staff to make decisions that solve customer problems. Ensures staff compliance with County and Library policies.
Administers the Library's Public Services Program (Collection Services & Circulation Dept.) effectively and efficiently: Continuously plans, implements and evaluates services within the Public Services program; Ensures that the program is consistent with the Library's mission and Leon County core values and practices as endorsed by the Board of County Commissioners; Analyzes statistical data to determine trends, anticipate needs, meet patron demands and improve delivery of services; Responds to customer complaints and comments verbally and in writing. Speaks to groups, promoting Library Services; Serves as a member of the Library's Management Team - actively participates in team meetings and decisions; Routinely offers direct services to library users, offering back-up to branch managers and filling in for other staff members; Reports activities and statistics for the Program; May be in charge of the library in the Director's absence.
Budget: Participates in development and management of the library budget: Works as team member in developing and monitoring the annual library budget; CIP projects with Facilities and OIT, and other projects to ensure that funds are spent responsibly; Approves budget expenditures and ordering for Main Circulation and Collection Services; Secures bids, gather and analyzes data for purchasing decisions; Seeks alternative funding resources through grants, contracts, partnerships, etc.
Research and write grants: Monitors and responds to trends and developments within the library and information services fields. Collaborates with library management team, library staffs, community partners, and library advisory board to identify funding needs and to explore, define and support proposed grant-funded projects. Conducts research on grantors and determines areas of interest, criteria, restrictions, financial basis and past awards. Makes recommendations about possible funding sources. Writes grant proposals. Completes application processes and submits proposals as required. Writes and routes agenda requests, including required Budget Amendment Requests, grant proposals, grant award agreements, etc. Maintains calendar of grant deadlines. Maintains database of past and potential grantors.
Grant implementation: Develops or assists in the development of accounting, budget reporting and tracking systems for awarded grants and alternate funds. Monitors grant progress. Meets regularly with staff implementing the grant. Collects and analyzes related data. Closes grants with timely and accurate reports as required. Shares outcome evaluation with staff directly involved with the grant as well as management team or all Library staff, as appropriate. Conducts plus/delta process at the conclusion of each grant. Record and share results; use in continuous improvement of internal best practices.
Manage library contracts: Researches, negotiates and manages agreements and contracts with governmental agencies, library products and services vendors, electronic information providers, and other companies that provide support to Library operations, programs, outreach and innovations. Works with Library and County staff on new, updated and discontinued service contracts. Notifies all impacted Library staff. Ensures compliance with Leon County guidelines. Maintains files of cooperative agreements, vendor contracts, etc. Reviews annually for relevance and status. Informs supervisor of changes and special contractual requirements. Prepares cost benefit analysis or other evaluation and makes recommendations as appropriate.
Professional support and development: Participates in on-going professional development activities at least two times per year. Provides overview or introductory training in grant seeking and proposal writing to other staff as scheduled through Staff Development & Customer Experience Coordinator. Makes presentations to library management team and external organizations as requested. Represents the library at County and community events.
KNOWLEDGE, SKILLS, AND ABILITIES
- Knowledge of general library principles and philosophy
- Knowledge of Library Services, i.e. children's, adult, reference, media, technology, outreach
- Knowledge of PCs and of the online card catalog database system
- Knowledge of the LeRoy Collins Leon County Public Library policies and procedures
- Knowledge of grant writing principles and processes.
- Skill in communicating courteously, efficiently and effectively over the phone and in person with a diverse population.
- Ability to resolve problems as it relates to public or staff
- Ability to develop and implement programs
- Ability to communicate clearly orally and in writing
COMPLEXITY OF WORK
Work requires a high degree of coordination to manage program needs and customer services. Employee must be able to establish long-range programs and goals determine the appropriate organizational structure and allocate appropriate resources within the constraints imposed by the Board and the County Administrator. Employee must be able to foster an environment of creativity and innovation while ensuring for the implementation of Board direction. Employee must have strong understanding of County policies and work processes, including budgeting and human resources, and must be able to evaluate situations and apply those policies appropriately.
INTERNAL AND EXTERNAL CUSTOMER CONTACT
Internal customer contacts include Library staff at all levels for the purpose of coordinating work, receiving direction, resolving conflict, and providing information. External customer contacts include Library patrons, vendors, other libraries, and various groups for the purpose of problem resolution and information exchange.
EQUIPMENT AND TOOLS USED
Work is performed through the use of a computer, various software programs, a van, and the bookmobile.

REQUIRED RELEVANT TECHNICAL/COMPUTER SKILLS
Basic arithmetical functions of adding, subtracting, dividing, and multiplying are essential. Finding percentages, computing percent decrease or increase is essential.

WORK ENVIRONMENT AND PHYSICAL DEMANDS
Work environment is mainly in doors. Travel among branch libraries required of some positions assigned to this class. Requires walking or moving through buildings, from floor to floor, to maintain internal and external customer contact. Demands of the position require the mental ability to handle many tasks at the same time. Decision making related to disciplinary actions, staff/patron safety, and security issues can be an emotional strain.
MINIMUM QUALIFICATIONS
Requires a Master's Degree in Library Science and Information and two years of relevant experience.
Necessary Special Requirements:
Must possess a valid Driver's License and a favorable driving record.
Selection Guidelines:
Formal application, rating of education and experience, oral interview, reference check, and drug testing.
FLSA STATUS: Position currently meets the administrative/professional exemption. Position meets the salary test and acts with discretion and independent judgment in the performance of work assignments. Job requires a professional degree/training in Library Science. Position is supervisory, managing 4 employees.
Revision History: March 23, 2000; September 5, 2002; September 13, 2018, February 2, 2023, April 14, 2023, April 26, 2023.