University Staff - Public May Apply - Library Services Assistant

Code: 124 Posted: 08/07/2015

Archives and Library Assistant
University of Wisconsin-Parkside

The University of Wisconsin-Parkside currently has a vacancy for an Archives and Library Assistant in the Library.

This position is a university staff, full-time, non-exempt, non-represented position. A six month probation period will be required.  Scheduled hours of work for this position are Monday –Friday, 8:00 am – 4:30 pm. 

This position assists the Access Services Manager in daily operations; provides archival reference services; supervises the area and manages the operations of the Archives/Area Research Center, Manager; digitizes archival materials. Manages ARC transfers and assists in campus records management.

Essential Duties and Responsibilities

40% A. Assist the Access Services Manager in Daily Operations

  1. Circulate, renew, and discharge library materials.
  2. Update patron fine and fee records and add/release monetary and non-monetary student holds.
  3. Assist the Access Services Manager in opening the library on weekday mornings and any other days as needed.
  4. Open and close the library as needed.
  5. In the absence of reference staff, provide information about library services and location of materials to faculty, staff, students and community users. This may include school groups using library resources.
  6. In the absence of the Access Services Manager and Technology coordinator, use independent judgment to analyze, determine, and execute a solution to problems that arise concerning the circulation operation.
  7. Supervise student workers in absence of Access Services Manager; train student staff in
  8. tasks as needed.        


15% B. Provide general and specialized archival reference service.

  1. Consult with patrons regarding the scope/goals of their research.
  2. Advise patrons and refer them to particular collections, series, maps, photographs, and books on the basis of a thorough understanding of historical source materials and of the arrangement and description of archival collections.
  3. Understand and navigate tax assessment and land surveying changes throughout the history of local cities and counties to provide access to historical land ownership records to patrons who only have current addresses and land descriptions.
  4. Instruct patrons in the use of catalogs, guides, registers, inventories, indices, and other finding aids and reference tools, in various formats, including electronic.
  5. Assist in archival processing; create guides, registers, inventories, indices and finding aids, according to accepted archival standards, such as DACS.
  6. Answer walk-in and remote research questions.
  7. Guide patrons in the use of online tools and databases that provide genealogical research material and help them understand their relationship to materials in the archive collections.
  8. Assist patrons in identifying collections they may use through the Area Research Centers Transfer Network.


15% C. Supervise the Archives/Area Research Center reading room and stack areas to ensure the secure and proper use and storage of materials.

  1. Enforce the registration requirements for use of materials by patrons.
  2. Explain and carry out the policies and procedures of the unit; help the archivist develop and maintain policies for patron handling of old or fragile materials, or materials vulnerable to damage in any way.
  3. Instruct and supervise patrons in the proper use of materials.
  4. Check collections following their use to ensure that materials are in proper order.
  5. Maintain proper records of collections which have been used in the Reading Room, which have been loaned or borrowed through the Transfer Network, or which have been removed for exhibit.
  6. Teach patrons how to use microform equipment.
  7. Maintain stack and storage areas including planning and supervising necessary shifts or rearrangements.
  8. Retrieve and shelve all requested materials.
  9. Instruct and supervise student staff in using equipment, maintaining stack and storage areas.


10% D. Manage Daily Operations of Archives & Area Research Center

  1. Compose and send correspondence related to research requests and delivery of information to remote patrons.
  2. Maintain patron email list, send regular notices of new collections and services and notify members of closings or cancellations.
  3. Enforce the registration requirements for use of materials by patrons.
  4. Collect, record, and deposit all fees.
  5. Compile statistics for reports and surveys.
  6. Photocopy documents and prepare certifications as requested by patrons.
  7. Supervise student work in absence of the Digital Initiatives Librarian or Archivist.


5% E. Digitize archival materials and make them available online

  1. Prepare materials for digitization.
  2. Implement metadata strategies for arrangement and description of materials.
  3. Scan, photograph, digitally record or otherwise digitize materials according to current file format, security and preservation standards.
  4. Utilize social media to promote materials.
  5. Encode finding aids into EAD and make these available to state and UW-System online repositories.


5% F. Manage ARC Transfers.

  1. Read and respond to email requests for ARC transfers from Parkside
  2. Complete all related paperwork, packing, filing and arrangement for pickup.
  3. Unpack received collections, whether Parkside collections or borrowed items.
  4. Fill out ARC Transfer Log.
  5. Solve any problems related to ARC borrowing such as explaining access or copyright restrictions.


5% G. Assist the Archivist in campus records management.

  1. Receive university records from campus departments and offices according to established procedures.
  2. Photocopy documents and prepare certifications as requested by patrons.
  3.  Supervise student work in absence of the Digital Initiatives Librarian or Archivist.


5% H. Other duties as assigned           



  • Ability to read, write and communicate with staff, faculty, students and the public.
  • Solid clerical and office management skills as well as good organizational skills and the ability to pay close attention to details.
  • Excellent computer skills, including a working knowledge of current office software.
  • Demonstrated experience working with digital content management systems, digital file formats, current archival metadata formats and relevant software.
  • Ability to learn to use new hardware and software independently and to recognize and respond to changing software requirements for daily operation.
  • Very strong internet searching skills.
  • Ability to use scanner, digital camera, digital recording equipment, microfilm reader.
  • Strong self-motivation and the ability to work independently.
  • Very strong interpersonal skills in regard to patrons and co-workers.
  • Strong service ethic in combination with basic teaching skills, including public speaking ability and experience.
  • Discreet in the handling of confidential records and information.
  • Experience working in archives or libraries. Demonstrated experience in local history, family history, and genealogy research.
  • Experience searching library catalogs and databases.

Ergonomic Requirements:

  • Sufficient mobility and dexterity to move around the Archives/Area Research Center and the Library.
  • Must be able to retrieve and carry materials from shelving and cabinets, including standing, walking, stooping, bending, kneeling, lifting (up to 45 lbs. onto high shelves), reaching into deep drawers and up to high shelves;
  • Ability to use stepstools and ladders;
  • Manual dexterity to pull, handle and shelve large volumes and other materials, including records center cartons and other oversize materials;
  • Ability to push book carts; ability to load microform machines;
  • Ability to read titles on shelves and print on computer screens;
  • Ability to work with keyboard, mouse, and monitor for extended periods of time;
  • Ability to travel occasionally.

Equipment to be used on the job:

(By each piece of equipment, "F" for frequent use, "O" for occasional use, or "R" for rare use.)

  1. Tools: (power or manual tools)
    Scissors (0), exacto knife (0), paper cutter (0), pens and pencils (F), stapler (F), box opener (0)

  2. Large Machinery: (includes vehicles)
    No use of large machinery

  3. Electrical Equipment: (i.e.: floor buffer, includes office equipment)
    Computer and printer (F), photocopier (F), microform reader/printer (F), answering machine (F), telephone including voice mail (F), slide viewer (R), paper shredder (R), fax machine (O), tape recorder (R), scanner (F), digital camera (O), touch screen computing devices (F)

  4. Chemicals: (includes cleaning supplies, lab chemicals, hazardous waste)
    Cleaning supplies, toner for microform printers and photocopier, paper preservation chemicals, leather consolidant solution.

  5.  Additional Information:
    Individual must have tolerance to dust, mold and contact with patrons who may be suffering from minor illnesses, such as colds.



  • 1 or more years of work experience in research and analysis.



  • Bachelor's Degree
  • Experience working in archives or libraries.
  • Archival, records management or library coursework in materials preservation.
  • Experience using comprehensive Library Management Systems, such as Ex-Libris' Alma or similar products.
  • Experience in working with digital content management systems, digital file formats, current archival metadata formats and relevant software.
  • Instructional experience.


Salary and Benefits

Hourly rate of $13.185 depending on qualifications and experience.

The University of Wisconsin System provides a liberal benefits package, including participation in a state pension plan.

Review of Applications

Applications received by Friday August 21, 2015, are ensured full consideration; position is open until filled.


Application Process

All applications are to be submitted electronically through our employment portal:

Click the "Apply Now" button. You must create an account and login before you can submit your application. If you have not registered, click on the “Click Here to Register” link to begin the registration process. If you are already a registered user, input you User Name and Password and select "Login." If you have questions about how to apply from the employment portal, go to

Interested candidates should attach the following:

      Cover Letter outlining qualifications for the position
      Names and Contact information for 3 professional references

Your application will not be considered complete until all required documents are attached and all required fields are completed. Incomplete applications may not receive further consideration.

UW-Parkside is an AA/EEO employer. Individuals from diverse backgrounds are encouraged to apply.

It is the policy of UW-Parkside to provide reasonable accommodations to qualified applicants with disabilities. If you need assistance or accommodation in applying because of a disability, please contact the Office of Human Resources at 262-595-2204. Employment opportunities will not be denied because of the need to make reasonable accommodations for a qualified individual's disability.


Contact Information

If you have application questions call or email:

Jan Mico
University of Wisconsin Parkside
Office (262) 595-2356

Contact Name: Jan Mico

Contact Phone: (262) 595-2356

Contact Email:

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