Special Collections Receptionist / Tour Guide Coordinator – City of Boston –
As the Special Collections Receptionist, this position staffs the reception desk in the Special Collections Lobby by greeting visitors, registering new researchers and checking in pre-registered patrons, answering the telephone, explaining policies and procedures of the department and Library, and answering questions. As the Tour Support Administrator, provides support for tour guide efforts, including scheduling, invoicing, coordination, and other clerical duties.
Manager of Rare Books and Manuscripts (Primary)
Curator of Interpretation (Secondary)
Scope of Responsibility
Special Collections Receptionist.
1. Staffs the reception desk in the Special Collections Lobby, greeting visitors and answering the telephone. Transfers telephone calls to appropriate staff.
2. Responsible for registration of new users, including verifying identification, explaining procedures and issuing cards.
3. Limits access into the Special Collections Reading Room to verified patrons. Limits access to staff spaces to authorized personnel.
4. Answers directional and informational questions about the department, surrounding exhibitions and/or materials.
5. Under the direction of the Manager of Rare Books and Manuscripts or delegate, enters data into appropriate software.
6. Assists in the preparation and organization of department administrative records and archival materials.
7. Assists in the collection and preparation of statistics related to/about special collections reading room users.
8. Assists in the ordering, receiving, stocking, tracking and distribution of office supplies.
9. Performs related duties as required.
Tour Support Administrator
1. Assists the Curator of Interpretation in all aspects of program coordination and implementation for the volunteer tour guide program, including distribution of information to tour guides, monitoring of open shifts and primary support for scheduling of guides, collection and entry of private tour information, and communicating with the staff and the public on tour-related issues.
2. Assists with coordination, implementation, and training for tour-related programs.
3. Assists in the collection and preparation of statistics for tour-related programs.
4. Assumes responsibility for departmental clerical duties as directed by the Curator of Interpretation.
5. Performs related duties as required.
• Strong customer service skills.
• Ability to carry out detailed procedures with accuracy.
• Ability to work with minimal supervision.
• Proficiency with MS Outlook, Word, and Excel.
• Ability to prepare analytical and statistical reports.
• Communicates effectively and presents ideas clearly.
• Demonstrated organizational skills. Identifies, plans, and prioritizes administrative job responsibilities and tasks; assists in implementing administrative timelines.
• Demonstrates initiative and appropriate independent decision making skills.
• Ability to collaborate with library staff, partners, and the public.
Minimum Entrance Qualifications:
1. Education – High School Graduate or equivalent. Additional education desirable.
Additional language skill desirable.
2. Experience-At least two (2) years administrative or customer-service related
experience or equivalent education and/or experience to carry out
responsibilities of the position.
3. Requirements –
- Some weekend and evening hours.
- Computer skills necessary to complete the job as described.
- Ability to exercise good judgment and focus on detail as required by the job.
- Residency – Must be a resident of the City of Boston upon the first day of hire.
- CORI – Must successfully clear a Criminal Offenders Record Information check with the City of Boston.
Union/Salary Plan/Grade: AFP / LA / 5
Hours per week:35
To apply for this job please visit city-boston.icims.com.