Library Worklife

Volume 3, No. 12 • December 2006

HR Practice

Ask the ALA-APA WorkLife COACH!

Dear Coach…

I am concerned that my current supervisor’s expectations of me are very different than the job description she gave me when I moved into this job 2 years ago. I don’t really object to the new responsibilities and, actually, they make my job more interesting. Should I be concerned about my regular job duties being so different from my job description? Janet

Dear Janet,

This is a very common concern these days! With constantly changing patron expectations, resulting in service changes and enhancements, as well as reductions in staff, etc., we can easily find ourselves in this situation. While it is commendable that you are willing to be flexible and support your library’s needs, you also need to think of your needs.

If the majority of your duties are not directly related to the “official” job description there are a number of reasons it can create job angst:

Performance review—You could be in a very defensive position at performance review time. How do you say, “I couldn’t get these things done because I was doing other special projects all year?”
Management changes— Either your supervisor or her/his boss may leave. Most of us can remember a time when a beloved supervisor who admired our work left the organization and we were left to defend our existence!
Expectations of other managers and library employees—It is so “old school” to say it is none of their business. For example, suppose your job title is “Outreach Coordinator” but your new supervisor has you on a special project that regularly keeps you in the library. Has this new assignment been communicated with other employees and managers so that they know what they can and can not expect of you and your department for this time period? If not, miscommunication can create distrust and a sense of special privilege that can undermine professional relationships.

Whether you or your supervisor initiated the changes, it’s time to make them “legitimate.”

First, suggest to your supervisor that you meet to review your job description and compare it to your current work load. Don’t be nervous or defensive about this request, it is perfectly appropriate!
Before your meeting, make a list of daily, weekly, monthly and “occasional” job duties that you perform. If you have a copy of your job description, underline any of the listed duties that you currently perform.
As you and your supervisor review your list, confirm that these are, in fact, the responsibilities that he/she wants you to perform. Next, look at the position description and add anything from it that you are currently performing to your list. Offer to type this summary of your current job duties to provide your supervisor with a record of your conversation. Revising a formal job description is often a bit complicated, especially in larger organizations. However, a documented list of your duties as an “addendum” to your formal job description is usually appropriate. If your supervisor doesn’t offer, suggest that this revision be reviewed with his/her supervisors as well. While your job duties could be very clear to you and your current supervisor, any future manager will be looking at your performance relative to the position description on file.

Finally, even if you are not performing duties outside your job description it is always a good idea to keep track of significant accomplishments throughout the year. Keep a file in your desk or at home. Each month record special assignments and “atta girl/boy”s (compliments and complimentary emails or letters) you received from staff or patrons. Insert copies of any documents you created. These records will help you prepare for your performance reviews and keep your resume current and inclusive.

Good luck, and let me know how the meeting goes!

Respectfully,

ALA-APA WorkLife Coach

We will be hearing from the Worklife Coach periodically in Library Worklife. If you have questions for the Coach, email the Editor who will pass on them on.

New Health Care Fact Sheet from the Department for Professional Employees, AFL-CIO

This Fact Sheet provides a portrait of the uninsured in America and puts the US health care system in international perspective.

We would love to have your feedback on these stories!