Circulation Manager - (FT-37.50 hours/week)

Summary:

The Circulation Manager serves as the operational manager for the Circulation and Inter-Library Loan (ILL) departments, demonstrating effective leadership through mentoring, training, and teamwork to deliver exceptional customer service to library patrons. This position ensures the smooth and efficient operation of circulation and inter-library loan services, ensuring that all patron interactions are handled with professionalism and efficiency while maintaining compliance with library standards.

OPERATIONS MANAGEMENT

• Oversees the supervision of Circulation, ILL, and Shelving staff. 
• Fosters a culture of outstanding customer service by ensuring accurate, friendly, courteous service and a positive library experience by ensuring all staff is trained on customer service best practices. 
• Manages escalated patron issues, complaints, account matters, overdue materials, payment plans, and collection agency coordination. Will escalate unresolved staff/patron issues to upper management/HR when needed.
• Audits patron registrations for accuracy, maintains the patron information database, and ensures patron record confidentiality.
• Develops and implements circulation and ILL policies, procedures, and operational standards including copyright compliance.
• Collaborates with IT staff, vendors, and consortium partners to resolve system, software, and equipment issues. Performs routine inspections and preventative care.
• In conjunction with IT, updates the Library’s telephone system’s auto attendant, schedule, call flow, and extensions as needed. 
• Ensures that the Circulation and ILL staff are well-trained on the currently used Integrated Library System and other library technologies. Troubleshoots patron issues with those systems. 
• Serves as the Circulation liaison with Cooperative Computer Services (CCS), the Library’s ILS Consortium, and implements CCS policies and procedures at the Library. 
• Assures accurate cash handling for fines and fees and e-commerce solutions, balances daily cash receipts, and prepares deposits and financial reports for the Library’s business office. 
• Assists in maintaining a safe and secure library environment, following procedures to report injuries and potential hazards. 
• Promotes the library and its resources to community organizations.
• Creates comprehensive written reports, compile statistical and informational data for the department, and to support the Executive Director, Library Board, and departmental leadership. 

PEOPLE MANAGEMENT

• Evaluates and makes recommendations on staffing levels, staff development needs, and other personnel matters. Leads in the selection and recommendation for hiring Circulation and ILL services staff.
• Hires, supervises, develops performance expectations, trains, evaluates, and manages performance.
• Oversees the work of Circulation and ILL personnel. Sets service standards, coordinates workload, projects staffing needs, and schedules circulation and ILL staff to provide appropriate staffing levels based on library needs. 
• Recognizes and rewards innovative and high-performing staff.
• Cultivates and fosters a team environment within the department that encourages open exchange of ideas, creative thinking, collaboration, and effective communication. 
• Reviews and approves timekeeping for staff in the Circulation and ILL Departments.
• Ensures that Circulation and ILL staff are aware of and comply with library policies and procedures.
• Ensures training programs are established and followed. 
• Resolves departmental personnel issues.
• Holds regular department meetings, one-on-one sync-ups, and other necessary meetings with staff. 

STRATEGIC 

• Assists the Director and the Director of Public Services in developing the strategic direction of the department in alignment with overall Library goals. 
• Attends department manager meetings and all staff meetings, providing input on solutions to interdepartmental problems. Informs other departmental managers and administration of changes in departmental personnel and procedures, serving as a liaison between other departments and Circulation and ILL. 
• Responsible for the budgets related to circulation and ILL expenses. Prepares, recommends, and administers budgets and monitors expenditures.
• Evaluates and makes proposals for potential cost reductions/avoidances where applicable.
• Articulates, creates, supports, and implements the mission, goals, and policies of the McHenry Public Library District. 
• Seeks ways to incorporate process improvements. 
• Participates in library-wide planning and decision-making as a member of the library management team.

ADDITIONAL WORK PERFORMED

• Acts as person-in-charge with other management team members in the absence of the Executive Director. 
• Serve on and/or chair Library committees, as requested. 
• Represent the Library on city, community, or regional committees or as a liaison between the Library and other civic organizations.
• May serve as lead or assist in coordinating and supervising capital or special projects as assigned. 
• Participates in related organizations, conferences, and training to enhance skills and remain current in library and customer service practices. 
• Participates in continuing education opportunities.
• Performs other related work of a similar nature or level.

KNOWLEDGE, SKILLS, AND ABILITIES

• Knowledge and demonstration of commonly accepted library practices and current awareness in responsibility areas. 
• Knowledge of automated library circulation systems, integrated library systems, RFID, automated materials handling systems, and self-checkout systems, and keeps abreast of emerging technologies for the department. 
• Ability to fairly and effectively supervise staff and delegate duties as needed. 
• Ability to establish and maintain harmonious working relationships. 
• Support equity, diversity, and inclusion (EDI) in the workplace 
• Ability to maintain a safe environment for staff and the public. 
• Commitment and desire to provide excellent customer service to library patrons. 
• Ability to deal courteously and diplomatically with the public.
• Ability to master new technology and software and serve as a trained resource to department and library staff.  
• A high degree of organizational skills and attention to detail.
• Ability to set priorities to plan, organize, and manage projects simultaneously to meet assigned deadlines.
• Ability to follow directions and multitask.
• Ability to work without direct supervision.
• Ability to be tactful and respect confidentiality. 
• Flexibility to adjust to changing directions and deal with frequent interruptions.
• Ability to respond to emergencies and stressful situations with a calm and professional demeanor.
• Dependability: ability to work a flexible schedule, including evenings, weekends, and on-call hours.

SUPERVISORY RESPONSIBILITIES

• Circulation Assistant Manager, Leads, and Clerks
• Interlibrary Loan Associates and Assistants
• Pages

QUALIFICATIONS

• Bachelor's degree or LTA with library experience and expertise in circulation services with progressive responsibilities.  
• Two or more years of supervisory experience.
• Proficient technology skills, including Microsoft Windows and Office applications, Google Suite applications, Internet, and the ability to adapt to changing technology. 
• 10% travel is required.
• Valid driver’s license, access to a vehicle, and current automobile insurance.
• Excellent interpersonal skills.
• Excellent communication skills, both written and verbal.
• Excellent leadership skills.
• Excellent time and project management skills.
• Bilingual skills (Spanish, Polish, or ASL) desirable.

WORKING CONDITIONS

• While performing the duties of this job, the employee is regularly required to talk, hear, and see.  
• The employee is frequently required to sit, stand, walk, bend, stoop, reach with hands and arms, get down on floors, climb stools, and perform other physical tasks.
• Repeated movements with the wrists, hands, and/or fingers while using a keyboard.
• Clarity of vision at approximately 20 inches or less (i.e., working with small objects or reading small print), including the use of computers.
• Employee may be exposed to weather conditions prevalent at the time of work, including possible extreme hot and cold weather.
• Noise level is generally similar to an office environment but may be loud at times.
• The employee will occasionally lift or move up to 35 pounds and push or pulls carts up to 150 pounds.
•  Must be able to respond to fire alarms, warning sirens, security calls, and phone pages.

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed are representative of the knowledge, skill, and ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

McHenry Public Library District participates in E-Verify. We are an equal opportunity employer.