How to hire a reference librarian

How to hire a reference librarian, step by step

Here's a step-by-step reference librarian 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 librarian job description
• Step 5: Post your job
• Step 6: Interview candidates
• Step 7: Send a job offer and onboard your new reference librarian
• Step 8: Go through the hiring process checklist

What does a reference librarian do?

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1. Identify your hiring needs

   The reference librarian hiring process starts by determining what type of worker you actually need. Certain roles might require a full-time employee, whereas part-time workers or contractors can do others.

   Determine employee vs contractor status

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

   Yes

   No

   A reference librarian's background is also an important factor in determining whether they'll be a good fit for the position. For example, reference librarians from different industries or fields will have radically different experiences and will bring different viewpoints to the role. You also need to consider the candidate's previous level of experience to make sure they'll be comfortable with the job's level of seniority.

   The following list breaks down different types of reference librarians and their corresponding salaries.

   Type of Reference Librarian	Description	Hourly rate
   Reference Librarian	Librarians help people find information and conduct research for personal and professional use. Their job duties may change based on the type of library they work in, such as public, school, and medical libraries.	$16-33
   Collection Management Librarian	As a collection management librarian, one must perform the tasks associated with library services, especially in collection management. Collection management librarians monitor, analyze, and report collection management data... Show more	$19-37
   Instruction Librarian	The primary role of an instruction librarian is to create educational experiences. Instruction librarians design instructional materials and develop learning objects, assessment tools, and learning outcomes in different learning environments... Show more	$16-34

   Show more

2. Create an ideal candidate profile

   Common skills:

   • Reference Services
   • Library Patrons
   • Collection Development
   • Library Services
   • Research Guides
   • Reference Desk
   • Library Resources
   • Legal Research
   • Interlibrary Loan
   • Research Assistance
   • Library Materials
   • Electronic Resources
   • Research Services
   • Library Website

   Check all skills

   Responsibilities:

   • Achieve proficiency cataloging electronic materials (audio records, video recordings, and streaming video) and continuing resources/serials.
   • Coordinate inter-library loan service, using OCLC searches to loan and borrow books and periodicals.
   • Perform reference and readers' advisory for patrons and staff via telephone, IM, email, and in person.
   • Perform copy-cataloging operations using OCLC database and online databases.
   • Maintain responsibility for collection management of the adult non-fiction collection.
   • Instigate student-librarian relationships and increase library productivity by regularly mentoring students in legal research, writing, and study methods.

   More reference librarian duties

3. Make a budget

   Including a salary range in the reference librarian job description is a good way to get more applicants. A reference librarian salary can be affected by several factors, such as the location of the job, the level of experience, education, certifications, and the employer's prestige.

   For example, the average salary for a reference librarian in Arizona may be lower than in Alaska, and an entry-level engineer typically earns less than a senior-level reference librarian. Additionally, a reference librarian with lots of experience in the field may command a higher salary as a result.

   Average reference librarian salary

   $50,409yearly

   $24.24 hourly rate

   ---

   Entry-level reference librarian salary

   $35,000 yearly salary

   Updated December 17, 2025

   Average reference librarian salary by state

   Rank	State	Avg. salary	Hourly rate
   1	Alaska	$70,944	$34
   2	California	$67,634	$33
   3	Washington	$62,672	$30
   4	Oregon	$62,387	$30
   5	New Jersey	$59,551	$29
   6	District of Columbia	$58,359	$28
   7	Connecticut	$58,088	$28
   8	New York	$57,805	$28
   9	Michigan	$57,403	$28
   10	Nebraska	$55,792	$27
   11	Massachusetts	$54,016	$26
   12	Rhode Island	$50,767	$24
   13	New Hampshire	$48,955	$24
   14	North Carolina	$48,819	$23
   15	Virginia	$48,316	$23
   16	Illinois	$47,462	$23
   17	Texas	$46,902	$23
   18	Colorado	$46,562	$22
   19	Missouri	$46,335	$22
   20	Tennessee	$45,542	$22

   Average reference librarian salary by company

   Company

   Rank	Company	Average salary	Hourly rate	Job openings
   1	Yale University	$82,092	$39.47	3
   2	Mayer Brown	$78,984	$37.97
   3	Northern California Power Agency	$77,304	$37.17
   4	Nova Southeastern University	$72,750	$34.98
   5	Columbia University in the City of New York	$70,337	$33.82
   6	Pace University	$70,105	$33.70	1
   7	Mercy College	$66,824	$32.13
   8	Loyola Marymount University	$66,202	$31.83
   9	Gallaudet University	$65,526	$31.50
   10	New Jersey Institute of Technology	$64,731	$31.12
   11	Curry College	$64,473	$31.00
   12	Brown University	$62,479	$30.04
   13	Skidmore College	$62,364	$29.98
   14	Nebraska Methodist Health System	$62,128	$29.87
   15	Post University, Inc.	$62,097	$29.85
   16	University at Albany	$60,741	$29.20
   17	ASRC Federal	$60,624	$29.15
   18	Georgetown University	$59,779	$28.74	1
   19	Saint Louis University	$58,276	$28.02
   20	Nashua Country Club	$58,122	$27.94

4. Writing a reference librarian job description

   A reference librarian job description should include a summary of the role, required skills, and a list of responsibilities. It's also good to include a salary range and the first name of the hiring manager. To help get you started, here's an example of a reference librarian job description:

   Reference librarian job description example

   ASRC Federal Professional Services (AFPS), a subsidiary of ASRC Federal, is seeking a Reference Librarian (with experience in the field of chemistry or allied fields such as toxicology, medical science, environmental science) to support our nationwide program providing library and records management services to the U.S. Environmental Protection Agency (EPA).
   
   + Provide reference services, information management, patron outreach, in-depth literature reviews and communication regarding available library services and resources.
   
   + Participate in local and network teams or workgroups supporting various functions such as service improvements and staff/patron current awareness training, reference desk coordination, subject-specialist input on collection development and statistics gathering/reporting
   **Requirements** :
   
   ASRC Federal offers an excellent benefits package that includes certification reimbursement, matching 401k with immediate vesting and culture that fosters collaboration and professional development. Find out why we are a preferred employer.
   
   + MS in Library Science or equivalent, and 2-4 years of professional level experience
   
   + 2 plus years of experience professional librarian experience in the field of chemistry or allied fields such as toxicology, medical science, environmental science, biology, etc.
   
   + Experience in preparing analytic reports and statistics, use of applications such as Excel, and development of logical expressions and database queries.
   
   + Proficiency with web searching and research.
   
   + Experience using knowledgebase management and customer resource management applications.
   
   + Experience in customer service, library services required.
   
   + Experience in preparing analytic reports and statistics, use of office productivity applications, reference management applications, CRM applications, and development of logical expressions and database queries.
   
   + Understanding of systematic review processes and librarian role in those processes.
   
   + **Additional Qualifications:**
   
   + US Citizenship or US Permanent Resident status in order to pass a government sponsored background investigation.
   
   ASRC Federal and its Subsidiaries are Equal Opportunity / Affirmative Action employers. All qualified applicants will receive consideration for employment without regard to race, gender, color, age, sexual orientation, gender identification, national origin, religion, marital status, ancestry, citizenship, disability, protected veteran status, or any other factor prohibited by applicable law.

   Copy this example

   

5. Post your job

   There are various strategies that you can use to find the right reference librarian for your business:

   • Consider promoting from within or recruiting from your existing workforce.
   • Ask for referrals from friends, family members, and current employees.
   • Attend job fairs at local colleges to find candidates who meet your education requirements.
   • Use social media platforms like LinkedIn, Facebook, and Twitter to reach potential job candidates.

   Post your job online:

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

6. Interview candidates

   Recruiting reference librarians requires you to bring your A-game to the interview process. The first interview should introduce the company and the role to the candidate as much as they present their background experience and reasons for applying for the job. During later interviews, you can go into more detail about the technical details of the job and ask behavioral questions to gauge how they'd fit into your current company culture.

   You should also ask about candidates' unique skills and talents to see if they match the ideal candidate profile you developed earlier. Candidates good enough for the next step can complete 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 librarian

   Once you've decided on a perfect reference librarian candidate, it's time to write an offer letter. In addition to salary, it should include benefits and perks available to the employee. Qualified candidates may be considered for other positions, so make sure your offer is competitive. Candidates may wish to negotiate. Once you've settled on the details, formalize your agreement with a contract.

   It's equally important to follow up with applicants who don't get the job with an email letting them know that the position has been filled.

   After that, you can create an onboarding schedule for a new reference librarian. 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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