Serials, Bindery Specialist
June 2005

Sarah Dubois

General

The Serials/Bindery Specialist is responsible for managing and performing all aspects of serials receipt/record maintenance/distribution and commercial bindery activities. Incumbent will interact primarily with the Library's Administrative Assistant, the Cataloging Specialist, the Looseleaf Manager, the Technical Services Assistant, and the Head of Technical Services. The Serials/Bindery Specialist will consult with the Cataloging Specialist and/or the Library's Administrative Assistant should questions or problems arise.

The Law Library maintains its library records on a computerized integrated library system shared with Mabee Library and other libraries in Topeka. Incumbent must be familiar with the system, understand the interaction of various system modules, and be able to perform all serials and bindery related functions on the system.

Serials Receipt and Distribution (50%)

  1. Receipt and Sorting (5%). Receives the daily mail following its delivery by the Administrative Assistant. Opens, unpacks, and sorts all items. Places new monographs on sorting shelves for further handling by Administrative Assistant. Serves as backup to the Administrative Assistant by performing initial sorting and distribution of all Law School mail as needed.
  2. Checkin (25%). Records the receipt of all serials on either the computerized integrated library system or the serials check-in record. It is especially important that irregularities and title changes be noted so that appropriate changes may be made in library records. Marks the shelving location on each item so that it may be properly shelved, or retrieves processing cards so the item may be processed and shelved by other staff. Notes whether a volume is ready to be bound and creates the proper records to ensure items are removed from the shelves for binding. Routes selected serials to Law School faculty and library staff and maintains all corresponding records. Places checked-in items on sorting shelves for later distribution or further processing by other staff. It is expected that each day's mail will be checked-in by the end of the working day it was received. Depending on mail volume for a given day, other Department staff may assist with receipt, sorting, and checkin.
  3. Claiming Non-Received Items (10%). Performs all activities associated with claiming non-received items, including: manipulates records in the library system on a monthly basis to identify and print lists of non-received items/monitors the serials check-in record for non-received items; determines the reason for non-receipt; generates a claim when appropriate; records actions taken to fill claims on the appropriate records; and monitors claims to verify that they are properly filled. This duty involves direct contact with publishers, distributors, and agents to ensure that library material is properly supplemented and up-to-date. Portions of this activity may be delegated to the Technical Services Assistant. It is expected that lists generated from the library system will be handled within four working days of creation and other claims will be issued within two working days of discovering a missing item.
  4. Distribution (10%). Supervises and performs distribution activities, including: delivering items to designated shelf locations; distributing routed materials to faculty and staff mail boxes; inserting supplements into their proper volumes; removing and discarding superseded items; and retrieving serials that are ready for binding. The Technical Services and Student Assistants will normally perform this function on a daily basis. It is expected that new material will be distributed within eight working hours of receipt.

Serials Check-in Record Maintenance (10%)

Performs all activities associated with maintaining serials check-in records. This task includes the addition of new entries and modification of existing entries on both the computerized integrated library system and the serials check-in record, and transferring records from the manual to computerized system. This task also includes maintaining routing information and processing information.

Commercial Binding Activities (30%)

The Serials/Bindery Specialist manages the Law Library's binding operation, interacting with the library's commercial bindery and performing the following activities. The Law Library uses the commercial bindery's automated system to prepare bindery shipments and maintain bindery records.

  1. Preparation of Bindery Shipments (20%). Identifies serials that are ready to be bound and determines the type of binding appropriate for each item. Collates and verifies that holdings are complete prior to shipment to the bindery. This duty requires that steps be taken to replace any missing issues (e.g., through ILL, normal acquisitions processes, claiming). Maintains all records and statistics associated with the shipment of material to the bindery, including: creating bindery slips, keeping receipts for materials sent, boxing materials for shipment, updating records in the integrated library system, etc. It is expected that a bindery shipment will be made every 14-20 calendar days. Successful performance of these duties requires that independent judgments be made to ensure materials are properly bound.
  2. Processing Material Returned from Bindery (10%). Inspects all items returned from the bindery for accuracy in labeling, collation, and binding strength. Items are compared to the binding instruction record; when an error occurs, incumbent determines whether material is to be returned to the bindery or corrected in-house. Prepares label sets for returned material and supervises processing prior to shelving. Maintains and creates bibliographic, serial, and item records as appropriate on the integrated library system. It is expected that shipments returned from the bindery will be processed and shelved within three working days of receipt.
  3. Portions of these activities may be performed by the Technical Services Assistant.

Public Service (5%)

It is expected that the Serials/Bindery Specialist will be able to provide users with instructions for locating library materials and services. Incumbent may be introduced to the nature of legal research materials by attending a section of Legal Research and Writing taught by law school faculty. Incumbent will also spend time with each library staff member to gain an understanding of the duties they perform. Performance of these activities will help to provide the Serials/Bindery Specialist with the background and familiarity needed to successfully complete the technical services duties associated with this position.

Other Duties and Responsibilities (5%)

The Serials/Bindery Specialist is expected to recommend changes in serials activities which will increase the efficiency of the Technical Services Department. Prepares a monthly statistical report of serials activity for the Associate Director. Creates lists of duplicate items received which may have potential resale value. May participate in the maintenance of web sites. Special projects may be assigned at the discretion of the Cataloging Specialist.