How to hire a reference assistant

How to hire a reference assistant, step by step

Here's a step-by-step reference assistant hiring guide:

• Step 1: Identify your hiring needs
• Step 2: Create an ideal candidate profile
• Step 3: Make a budget
• Step 4: Write a reference assistant job description
• Step 5: Post your job
• Step 6: Interview candidates
• Step 7: Send a job offer and onboard your new reference assistant
• Step 8: Go through the hiring process checklist

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1. Identify your hiring needs

   Before you start hiring a reference assistant, identify what type of worker you actually need. Certain positions might call for a full-time employee, while others can be done by a part-time worker or contractor.

   Determine employee vs contractor status

   Is the person you're thinking of hiring a US citizen or green card holder?

   Yes

   No

   You should also consider the ideal background you'd like them a reference assistant to have before you start to hire. For example, what industry or field would you like them to have experience in, what level of seniority or education does the job require, and how much it'll cost to hire a reference assistant that fits the bill.

   This list shows salaries for various types of reference assistants.

   Type of Reference Assistant	Description	Hourly rate
   Reference Assistant	Library technicians and assistants help librarians with all aspects of running a library. They assist patrons, organize library materials and information, and perform clerical and administrative tasks.	$10-17
   Library Page	A library page is a professional who is responsible for organizing all returned books and other items while putting them in their proper places on the shelves. This library page must retrieve materials that are kept in secured areas and checking items that are returned from patrons... Show more	$11-18
   Library Clerk	Library clerks help librarians by primarily doing sorting, shelving, updating database and files, and cataloging several library materials such as books, newspapers, magazines, and multimedia resources. They check books and other resources in and out of the library assist in the procurement of library supplies, work with audio-visual equipment most of the time... Show more	$11-18

   Show more

2. Create an ideal candidate profile

   Common skills:

   • Library Materials
   • Library Patrons
   • Interlibrary Loan
   • Reference Desk
   • Reference Services
   • Library Resources
   • Reference Assistance
   • Reference Materials
   • Reference Librarians
   • Research Assistance
   • Library Catalog
   • Circulation Desk
   • Legal Research
   • Electronic Resources

   Check all skills

   Responsibilities:

   • Construct and manage subject LibGuides.
   • Manage yearly budget for DVDs.
   • Search for and retrieve cases from online databases such as Westlaw and Lexis-Nexis.
   • Prepare library libguides and bibliographies on various areas of law.
   • Train fellow staff members in inter-library loan procedures and online database, OCLC.
   • Process requests for journal articles and books from RapidILL, OCLC, and DOCLINE.

3. Make a budget

   Including a salary range in your reference assistant job description is a great way to entice the best and brightest candidates. A reference assistant salary can vary based on several factors:

   • Location. For example, reference assistants' average salary in missouri is 43% less than in new york.
   • Seniority. Entry-level reference assistants earn 42% less than senior-level reference assistants.
   • Certifications. A reference assistant with a few certifications under their belt will likely demand a higher salary.
   • Company. Working for a prestigious company or an exciting start-up can make a huge difference in a reference assistant's salary.

   Average reference assistant salary

   $13.40hourly

   $27,874 yearly

   ---

   Entry-level reference assistant salary

   $21,000 yearly salary

   Updated December 14, 2025

4. Writing a reference assistant job description

   A good reference assistant job description should include a few things:

   • Summary of the role
   • List of responsibilities
   • Required skills and experience

   Including a salary range and the first name of the hiring manager is also appreciated by candidates. Here's an example of a reference assistant job description:

   Reference assistant job description example

   * Ensures testing performed at reference laboratories is ordered correctly in the LIS.
   * Places orders for testing in Reference Lab computer systems or on paper requisitions.
   * Maintains certification to ship biohazardous substances.
   * Ensure the quality of specimens to be sent to reference labs, including correct specimen type, quantity and transport temperature.
   * Packages specimens in compliance with IDOT and CDC regulations for shipping biohazardous materials.
   * Ensures that all results from reference laboratories are entered into the laboratory computer system and scanned into the EMR if necessary.
   * Ensures all applicable results are reported to the Illinois Department of Public Health.
   * Serves as a resource for providers, nurses and other staff - researching esoteric tests and providing guidance on specimen information, turn-around-time, and result reporting.
   * Provides information to providers and phlebotomists regarding specimen requirements and tests.
   * Receives and processes incoming lab specimens as appropriate.
   * Performs testing as assigned and in accordance with established protocols.
   * Reviews Reference Lab invoices for accuracy.
   * Trains new employees on all department protocols and procedures.
   * Able to work in a fast-paced, high volume environment.
   * Receives and processes incoming lab specimens as appropriate. Specimen types include but are not limited to blood, urine, stool, and body fluids.
   * Assesses all specimens for appropriate labeling, specimen type and shipping conditions. Completes event reporting for specimens not meeting requirements.
   * Performs specimen registration in the electronic medical record and order entry and specimen receiving in the Laboratory computer system.
   * Places orders for testing in Reference Lab computer systems or on paper requisitions.
   * Serves as a resource for providers, nurses, phlebotomists and other staff - researching esoteric tests and providing guidance on specimen information, turn-around-time, and result reporting.
   
   The Referred Testing Lab Assistant performs all activities needed to ship specimens to reference laboratories and to ensure test results from reference labs are entered appropriate into the electronic medical record. They serve as a resource to providers, nurses and other staff.

   Copy this example

   

5. Post your job

   There are a few common ways to find reference assistants for your business:

   • Promoting internally or recruiting from your existing workforce.
   • Ask for referrals from friends, family members, and current employees.
   • Attend job fairs at local colleges to meet candidates with the right educational background.
   • Use social media platforms like LinkedIn, Facebook, and Twitter to recruit passive job-seekers.

   Post your job online:

   • Post your reference assistant job on Zippia to find and recruit reference assistant candidates who meet your exact specifications.
   • Use field-specific websites.
   • Post a job on free websites.

6. Interview candidates

   Your first interview with reference assistant candidates should focus on their interest in the role and background experience. As the hiring process goes on, you can learn more about how they'd fit into the company culture in later rounds of interviews.

   Remember to include a few questions that allow candidates to expand on their strengths in their own words. Asking about their unique skills might reveal things you'd miss otherwise. At this point, good candidates can move on to the technical interview.

   The right interview questions can help you assess a candidate's hard skills, behavioral intelligence, and soft skills.

7. Send a job offer and onboard your new reference assistant

   Once you've selected the best reference assistant candidate for the job, it's time to write an offer letter. In addition to salary, this letter should include details about the benefits and perks you offer the candidate. Ensuring that your offer is competitive is essential, as qualified candidates may be considering other job opportunities. The candidate may wish to negotiate the terms of the offer, and you should be open to discussion. After you reach an agreement, the final step is formalizing the agreement with a contract.

   It's also important to follow up with applicants who do not get the job with an email letting them know that the position is filled.

   After that, you can create an onboarding schedule for a new reference assistant. Human Resources and the hiring manager should complete Employee Action Forms. Human Resources should also ensure that onboarding paperwork is completed, including I-9s, benefits enrollment, federal and state tax forms, etc., and that new employee files are created.

8. Go through the hiring process checklist

   • Determine employee type (full-time, part-time, contractor, etc.)
   • Submit a job requisition form to the HR department
   • Define job responsibilities and requirements
   • Establish budget and timeline
   • Determine hiring decision makers for the role
   • Write job description
   • Post job on job boards, company website, etc.
   • Promote the job internally
   • Process applications through applicant tracking system
   • Review resumes and cover letters
   • Shortlist candidates for screening
   • Hold phone/virtual interview screening with first round of candidates
   • Conduct in-person interviews with top candidates from first round
   • Score candidates based on weighted criteria (e.g., experience, education, background, cultural fit, skill set, etc.)
   • Conduct background checks on top candidates
   • Check references of top candidates
   • Consult with HR and hiring decision makers on job offer specifics
   • Extend offer to top candidate(s)
   • Receive formal job offer acceptance and signed employment contract
   • Inform other candidates that the position has been filled
   • Set and communicate onboarding schedule to new hire(s)
   • Complete new hire paperwork (i9, benefits enrollment, tax forms, etc.)

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