Attachment J12 - Key Personnel Minimum Qualifications 05-21-2025.pdf

MSC Director and Deputy Director PD:

Job Title: Director / Deputy Director – Multistate Center (MSC) Reports To: NLS Contracting Officer Representative (COR)

Position Summary:

The Director and Deputy Director are full-time leadership roles dedicated exclusively to the operations of the Multistate Center (MSC). These individuals are responsible for ensuring the effective and compliant administration of all MSC functions in accordance with contract requirements. The Director leads all aspects of MSC operations, while the Deputy Director provides support and assumes duties as delegated or in the Director’s absence.

Key Responsibilities:

Director:

• Serve as the primary authority and point of contact for all MSC operations, including storage, service, and administrative functions under the contract.

• Manage long-range planning, reporting, and performance management.

• Provide full-time leadership and oversight of all MSC operations including service delivery, storage, logistics, reporting, and administration.

• Respond to all inquiries concerning MSC operations, ensuring adherence to contract requirements.

• Ensure compliance with all contract requirements and maintain consistent communication with the Contracting Officer Representative (COR).

• Maintain authority to interview, hire, supervise, and evaluate all MSC staff.

• Respond to inquiries regarding any aspect of MSC operations from NLS and network libraries.

• Ensure operational continuity by facilitating cross-training of staff and proactively managing potential service disruptions due to illness, turnover, or staffing shortages.

• Ensure that volunteer efforts are utilized appropriately to support the MSC mission in alignment with NLS guidance.

• Foster a culture of efficiency, responsiveness, and compliance in line with the NLS mission.

• Notify the COR in writing whenever responsibilities are temporarily delegated to the Deputy

Director or when planning to be out of the office.

• Ensure all email correspondence to and from NLS and network libraries includes both the

Director and Deputy Director, and that the COR is always copied.

• Oversee communication practices, ensuring both the Director and Deputy Director are copied on all correspondence to and from NLS and network libraries, and that the COR is included on communications with NLS.

Attachment J12 Key Personnel Minimum Qualifications 5-21-2025

• Coordinate the posting and advertising of any vacancy, including a mandatory 30-day posting within the NLS network before closing the application period.

Deputy Director:

• Assumes all duties in the absence of the Director.

• Support the Director in overseeing all MSC operations and assume delegated responsibilities as needed.

• Support the Director in the execution of daily operations, project management, and service delivery.

• Serve as acting Director during periods in the absence of the Director.

• Assume the Director’s duties during planned absences or when formally delegated.

• Participate in long-range planning, reporting, and daily operational oversight.

• Participate in cross-functional oversight of storage, circulation, logistics, and compliance activities.

• Ensure consistent communication with the Director, NLS, and network libraries.

• Assist with supervisory responsibilities, including training, staffing decisions, and performance evaluations.

• Assist in budget preparation, reporting, training, and staff supervision.

• Maintain familiarity with all MSC functions and serve as a secondary point of contact for internal and external stakeholders.

• Ensure that all email communications with NLS and network libraries are copied to the Director and COR as required.

Qualifications:

• Bachelor’s degree required; master’s degree or equivalent experience in public administration, operations management, logistics, or a related field strongly preferred.

• Demonstrated experience in program management, contract administration, or operations leadership.

• Demonstrated leadership and administrative experience in managing federal programs, library systems, logistics, or similar operations.

• Strong knowledge of contract compliance, budgeting, reporting, and personnel management.

• Strong administrative, planning, and organizational skills.

• Excellent organizational, communication, and problem-solving skills.

• Proven ability to supervise staff and manage budgets.

• Excellent written and verbal communication skills.

• Ability to manage complex workflows and meet deadlines under limited supervision.

• Commitment to transparency, accountability, and federal contract compliance.

• Proven ability to supervise staff and coordinate across functional areas.

• Experience with cross-training implementation and operational continuity planning.

• Proficiency with Microsoft Office Suite and other operational and communication tools.

• Proficiency with office software, reporting tools, and electronic correspondence.

Additional Requirements:

• Both Director and Deputy Director must be assigned full-time solely to MSC operations.

Any exceptions must be requested in writing and approved in advance by the Contracting Officer.

• Staff vacancies will not be accepted as justification for delays in service.

• Volunteer involvement must comply with applicable legal and operational standards.

Duplication Coordinator PD

Job Title: Duplication Coordinator Reports To: MSC Director or Deputy Director

Position Summary:

The Duplication Coordinator is responsible for managing the duplication and conversion of analog and digital audio books and magazines, including network-produced materials and special projects. This role ensures that audio content meets the technical and quality standards required for uploading to the Braille and Audio Reading Download (BARD) system. The Duplication Coordinator also oversees software systems used in audio processing and works collaboratively with NLS to identify, approve, and convert titles for public distribution.

Key Responsibilities:

Duplication & Conversion

• Coordinate duplication of digital and analog audio materials to NLS specifications.

• Identify high-quality analog foreign-language titles suitable for digital conversion.

• Convert, format, encrypt, and upload titles to BARD and/or Direct Digital Download platforms.

Audio Quality Assurance

• Conduct quality control reviews of duplicated files, including checks for audio levels, clarity, white space, noise, and required announcements.

• Provide technical feedback and corrective actions on sound issues during review of .wav files and other formats.

Software & Systems Management

• Operate and maintain duplication software and audio editing tools, including Sound Forge Pro and Hindenburg.

• Ensure secure and accurate access to duplication systems and adherence to workflow protocols.

• Manage encryption, metadata tagging, and file uploads in compliance with NLS standards.

Project Coordination

• Submit proposed title lists to NLS for approval prior to duplication or conversion.

• Maintain organized records of processed titles and related metadata.

• Coordinate with Duplication Associates and other team members to meet project timelines and quality targets.

Documentation & Reporting

• Track project completion, system use, and duplication statistics.

• Submit regular reports and updates to the MSC Director and/or NLS as required.

• Associate or bachelor’s degree in audio production, information systems, library science, or a related field (or equivalent work experience).

• Minimum of 2 years’ experience with digital audio production, file conversion, or quality assurance.

• Strong working knowledge of Sound Forge Pro, Hindenburg, and other audio enhancement tools.

• Familiarity with digital file formats, metadata standards, encryption, and NLS BARD requirements.

• Excellent attention to detail and ability to manage workflows with minimal supervision.

• Experience working within NLS or library production environments preferred.

Conversion/Circulation Coordinator PD

Job Title: Conversion/Circulation Coordinator

The Conversion/Circulation Coordinator is a full-time position (Region 1) responsible for overseeing the in-house duplication and circulation of audio materials, including books and magazines, as requested by the NLS network of cooperating libraries. This role ensures compliance with NLS standards for duplication quality and manages the workflow balance between material duplication and circulation duties. The Coordinator works in close partnership with the Collection Coordinator and other MSC staff to support timely and accurate material distribution.

• Operate high-speed audio duplication equipment in accordance with NLS Standards 900:

Duplication of NLS Digital Talking-Books and applicable cartridge and label guidelines.

• Conduct quality assurance checks to ensure fidelity and accuracy of duplicated materials.

• Maintain and troubleshoot duplication equipment to ensure consistent production performance.

• Fulfill duplication requests from the NLS network of cooperating libraries in a timely and organized manner.

• Support circulation operations, including packaging, labeling, and shipping materials in collaboration with the Collection Coordinator.

• Manage individual workflow to maintain an effective balance between duplication and circulation demands.

• Ensure compliance with federal and NLS standards for materials handling, quality control, and documentation.

• For MSC East (Region 1), coordinate with NLS to submit bibliographic information for locally produced titles for inclusion in the union catalog.

• Maintain accurate records of duplication activity and report production metrics to MSC leadership as required.

• Support inventory control, media management, and label application as needed.

• Assist with other duties related to conversion, circulation, or library support services as assigned by the MSC Director.

• High school diploma or equivalent; technical or vocational training in audio production, electronics, or library science preferred.

• Experience operating high-speed audio or media duplication equipment.

• Familiarity with NLS standards and guidelines for digital talking-book production or willingness to be trained.

• Excellent organizational skills with attention to detail and quality assurance.

• Ability to work independently and efficiently manage multiple priorities.

• Strong communication and recordkeeping skills.

• Basic computer skills, including email, file management, and database entry.

• Physical ability to lift and handle media materials and operate equipment.

Additional Requirements:

• This position must be full-time unless a waiver for part-time employment is formally requested and approved by the MSC Director and the Contracting Officer.

• For Region 1 (MSC East), the Coordinator must ensure that bibliographic submissions for local titles are made to NLS for catalog inclusion.

Currency Reader Coordinator PD

Job Title: Currency Reader Coordinator

The Currency Reader Coordinator is responsible for overseeing all aspects of the Bureau of Engraving and Printing (BEP) Currency Reader Program at the Multistate Center (MSC). This role involves receiving, inspecting, servicing, and distributing currency readers in accordance with contract requirements and Library of Congress (LOC) procedures. The Coordinator ensures accurate inventory management and timely fulfillment of reader requests for eligible patrons under the Free Matter for the Blind mailing program.

• Serve as the primary point of contact and handler for the BEP Currency Reader Program.

• Oversee currency reader shipments, verify their completeness and condition, and ensure no damage has occurred in transit.

• Inspect and service each unit prior to distribution, ensuring readiness and compliance with program standards.

• Familiar with pallets storage and stacking protocol that ensure storage complies with safety and contract guidelines.

• Familiar with the fulfillment requests for stock room supplies by logging into the designated LOC website, running the label generation program, printing labels, affixing them to boxes, and shipping via Free Matter for the Blind.

• Maintain real-time, accurate inventory records for all incoming, outgoing, and returned/defective currency readers.

• Organize inventory by location code, ensuring efficient stock picking and order fulfillment.

• Ensure all handling, tracking, and documentation meet the standards outlined in contract sections C.3.1.6 and C.3.2.13.

• Identify and report any issues related to product quality, system access, or inventory discrepancies.

• Communicate regularly with MSC leadership and other stakeholders regarding inventory status and order activity.

• High school diploma or equivalent required; post-secondary education or technical training preferred.

• Experience in warehouse operations, inventory control, or fulfillment/logistics.

• Strong attention to detail and commitment to accuracy in shipping and inventory management.

• Basic computer skills, including data entry, web-based system navigation, and label printing.

• Familiarity with shipping procedures under the Free Matter for the Blind program or willingness to be trained.

• Ability to lift and move boxes and work in a physical warehouse environment.

• Excellent organizational and time management skills.

• Strong communication skills and ability to follow detailed procedures.

Talking Book Topics Coordinator PD

Job Title: Talking Book Topics (TBT-4) Coordinator Reports To: MSC Director or Deputy Director

Position Summary:

The TBT4 Coordinator is responsible for supporting audio production operations and technical processes related to the delivery of accessible materials. This role involves working with a variety of digital tools and hardware, ensuring compliance with National Library Service for Blind and Print Disabled (NLS) requirements, and maintaining high standards for organization, quality control, and data accuracy. The successful candidate will be a self-starter with strong computer and troubleshooting skills, capable of adapting to new systems and technologies with minimal supervision.

• Operate and maintain computers and peripheral equipment, including both standard (e.g., printers) and specialized hardware (e.g., “toaster racks” and related devices).

• Ensure compliance with NLS technical standards and procedures for audio production.

• Troubleshoot technical issues and perform routine maintenance on production equipment.

• Adapt quickly to changes in software, hardware, and workflow procedures, applying general concepts to new tools and systems.

• Work independently to manage tasks and meet deadlines with minimal daily oversight.

• Accurately track and report production data using Microsoft Excel and .csv files, ensuring statistical accuracy.

• Organize and package materials for shipment in a professional manner, including precise application of labels and proper alignment.

• Maintain clear communication with team members and supervisors, contributing to process evaluations and suggesting improvements.

• Organize workflows and documentation to ensure a clean, efficient, and accessible work environment.

• Lift and move materials and equipment up to 40 lbs. as needed.

• Minimum of two years of experience using Microsoft Excel, with demonstrated ability to manage .csv files and production data.

• Proficiency with Microsoft Office Suite.

• Strong understanding of computing fundamentals, file structures, audio production processes, and databases.

• Experience troubleshooting a wide range of peripherals and technical devices.

• Ability to quickly learn and apply new systems and technologies.

• Excellent organizational skills and attention to detail.

• Strong written and verbal communication skills.

• Ability to work independently and take initiative.

• Ability to lift up to 40 lbs.

Returned Mail Coordinator PD

Job Title: Returned Mail Coordinator

The Returned Mail Coordinator is responsible for managing on-site support for handling and processing returned mail related to National Library Service for the Blind and Print Disabled (NLS) materials, including newsletters, braille magazines, and other NLS products. This position ensures accurate sorting, tracking, and communication with NLS network libraries regarding returned materials. The coordinator will manage daily mail pickups, maintain return mail records, and ensure compliance with NLS policies and procedures.

• Receive, sort, and process returned NLS mail, including newsletters, braille magazines, and equipment.

• Organize returned items by network library codes, including those prefixed with “LC” for

NLS.

• Access the NLS PIMMS (Patron Information and Machine Management System) database to identify library affiliations for items without visible codes.

• Submit an annual signed NLS PIMMS Rules of Behavior form to maintain database access.

• Scan address labels from returned mail and email the scans as attachments to the appropriate network library, using the format provided in official samples.

• Use the “Find Your Library” tool on the NLS website to locate contact information for network libraries.

• Maintain a dedicated post office box for NLS mailings, ensuring this address is printed as the return address on outgoing NLS publications.

• Collect mail from the post office at least once per business day.

• Recycle or discard returned mail after electronic processing, except for returned equipment, which must be shipped back to NLS.

• Experience in mailroom or logistics operations preferred.

• Strong organizational and time-management skills.

• Basic proficiency in scanning, emailing, and file management.

• Ability to access and use web-based tools and databases, including the NLS PIMMS system.

• Attention to detail and accuracy in sorting and matching returned items.

• Ability to lift and handle mail containers and packages.

• Excellent communication skills, both written and verbal.

• Must be dependable and able to work independently with minimal supervision.

Qualifications: