Librarian - Archivist Assistant 2 (Public Services Receptionist)

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

Job summary

Tennessee Secretary of State’s Tennessee State Library & Archives seeks a Librarian-Archivist Assistant 2 to support Public Services. You will greet patrons, answer questions, assist with catalog access, and help with research inquiries. The role includes opening/closing duties and occasional weekend shifts.

Responsibilities cover registering users, issuing cards, guiding access to collections, and leading library tours for groups. Strong communication and computer skills are essential.

Qualifications

• 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.

Responsibilities

• Represents the Tennessee State Library & Archives to the public in a friendly, courteous, and professional manner.
• Welcomes and assists patrons, providing information about services, hours, access procedures, and policies.
• Assist patrons with routine questions and direct specialized inquiries to Public Services staff.
• Register library users, issue library cards, and explain access to collections and services.
• Assist with opening/closing procedures, building access, and safety responsibilities.
• Certify public documents and records per requirements and procedures.
• Assist patrons with public computers, online catalogs, databases, scanning equipment, and related resources.
• Answer phones, respond to inquiries, and direct inquiries to appropriate staff.
• Lead tours of the facility for patrons, students, and groups.

Skills

Interpersonal skills

Customer service

Oral and written communication

Computer skills

Research skills

Education

Bachelor's degree

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 ourcustomers, the taxpayers, by operating at the highest levels of accuracy, cost-effectiveness, andaccountability 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.