Librarian - Archivist Assistant 2 (Public Services Receptionist)

Human Resources Division - Office of Tennessee Secretary of State; Nashville (TN); On-site; USD 32,000 - 46,000; Full time

Job summary

The Tennessee State Library & Archives Public Services division seeks a Librarian-Archivist Assistant 2 to welcome patrons, answer inquiries, issue library cards, and guide access to collections. Duties include assisting with research inquiries, operating public computers, and coordinating tours.

Responsibilities also cover opening/closing procedures, safety, and ASRS-related retrievals, with regular weekend shifts.

Qualifications

• Bachelor's degree required.
• Relevant education or experience in library science, archives, history, public records, genealogy, or related field preferred.
• Strong interpersonal and communication skills; ability to assist patrons effectively.

Responsibilities

• Welcomes and assists patrons in a friendly, courteous, and professional manner.
• Provide information regarding services, hours, and access procedures.
• Assist with opening/closing procedures and building access; supervise safety.
• Certify public documents and assist with catalog access and research inquiries.
• Lead tours and schedule weekend work; operate ASRS retrieval systems.

Skills

Interpersonal skills

Customer service

Oral communication

Written communication

Research skills

Computer proficiency

Education

Bachelor's degree

Tools

ASRS system

Job description

Librarian-Archivist Assistant 2 PublicServices 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.