Librarian - Archivist Assistant 2 (Public Services Receptionist)

Librarian-Archivist Assistant 2
Public Services Receptionist
Tennessee Department of State 
Tennessee State Library & Archives 
Public Services 

Mission: The mission of the Office of the Secretary of State is to exceed the expectations of our customers, the taxpayers, by operating at the highest levels of accuracy, cost-effectiveness, and accountability in a customer-centered environment. 

Supervisor: Library Manager – Public Services 

Duties/Responsibilities: 

• Demonstrates strong interpersonal skills as a representative of the Tennessee State Library & Archives, its services, collections, and policies to the public. 
• Welcomes and assists all patrons, guests, and visitors in a friendly, courteous, and professional manner, assuring a pleasant and safe experience for all who enter the facility. 
• Provide general information and direction regarding Tennessee State Library & Archives services, collections, hours, facility guidelines, parking, and access procedures. 
• Assist patrons with routine questions and direct specialized or research-related inquiries to appropriate Public Services staff. 
• Register library users, issue library cards, and provide information regarding access to Library & Archives collections and services. 
• Assist with opening and closing procedures, building access, emergency procedures, and other facility responsibilities as assigned. 
• Certify public documents and records in accordance with applicable requirements, Library & Archives policies, and established procedures. 
• Assist patrons with public computers, online catalogs, databases, scanning equipment, and other technology used to access Library & Archives resources. 
• Answer phones, respond to online inquiries, provide general information, and direct inquiries to appropriate staff. 
• Monitor public service areas and the use and movement of collections to help prevent loss, damage, mutilation, or unauthorized removal of materials. 
• Provide notification to staff of the arrival of visitors, guests, and meeting attendees when staff escort is required. 
• Lead tours of the Tennessee State Library & Archives facility for patrons, visitors, students, and other groups as assigned. 
• Schedule will involve regular weekend work hours on Saturdays, typically two or more shifts per month. 
• Retrieve requested documents, files, volumes, boxes, and other collection materials from the Automated Storage and Retrieval System (ASRS) and other designated collection storage areas as needed. 
• Operate ASRS equipment and related retrieval systems safely and accurately; maintain appropriate control of materials retrieved and returned to storage as needed. 
• Perform other duties as required. 

Minimum Qualifications 
Education and Experience: 

• Graduation from an accredited college or university with a bachelor's degree is required. 
• Relevant education or experience in library science, archives, history, public records, genealogy, historical research, or a related field is preferred. 

Knowledge and Abilities:

• Communicates complex information to individuals and small groups.  
• Possesses skills in researching print and microfilm sources and websites to gather and collate data for patrons.  
• Demonstrates excellent oral and written communication skills.  
• Possesses skills in intermediate to advanced computer operations.  
• Applies sound analytical thinking to problem-solving.  
• Ability to travel throughout the state as needed.  

Physical Requirements:

• Perform some work while standing, including walking with individuals and groups to locate materials or orient them to the Public Services Section.  
• Physical demands include ability to lift and carry boxes, ledgers, books, and other collection items weighing up to 40 pounds; pushing and maneuvering utility and book carts through stack aisles and carpeted areas; frequent bending, squatting, and reaching to retrieve and reshelve items from bins and shelving units; standing and walking for extended periods up to 4 hours at a time. 

Health, Safety, and Collections Security:

• Assist the organization in creating a safe and healthy work environment by working safely with the equipment provided.  
• Follow instructions given for health and safety purposes and immediately report any unsafe working practices or hazardous working conditions.  
• Take whatever measures are necessary to protect the collections from loss, mutilation, or theft.