Executive Secretary

2 months ago

Hofuf, Saudi Arabia مدارس المجموعة العالمية (ISG) Full time

**Job Description****:

- Job Title:
- Executive Secretary (Library)- School / Location:
- American School Dhahran (ASD)- School / Department:
- Library- Job Status:
- Full-time- Salary Code:
- Support Staff- Work Days / Hours:- Eligible Applicants:
- Saudi National, Dependent- Position Start Date:
- As soon as possible- Application Deadline:
- Until filled- Reports to:
- Ronnie Caldwell, Principal- Requisition Number:
- 04-2223-113- Summary

We’re looking for an Executive Secretary/Bookkeeper to join our dynamic team. This position is responsible for meeting two important strands to ensure an innovative program in our Learning Commons: 1) we are seeking a talented individual to join our Learning Commons team as we strive to meet our Statement of Purpose, ISG Guiding Principles, and ISG System Goals and 2) we are seeking a qualified Executive Secretary to maintain records for the library, manage and maintain the ordering and organization of library supplies and equipment, coordinate and manage a wide range of library reports and procedures, and handle all financial aspects of the LC. The position requires a highly collaborative individual who enjoys working with teachers, students, and library staff as well as liaising with District Office staff.
- Job Duties
- Demonstrate a commitment to the safety and security of children and young people (child protection);
- Utilize and maintain/update the Destiny Platform;
- Manage LC circulation responsibilities as needed
- Order, manage and maintain LC office supplies
- Compile orders, manage and maintain LC inventory of assets and equipment
- Run circulation reports and send electronic overdue notices to all schools on a weekly basis
- Manage Bookings for LC spaces and make plans to accommodate events as requested
- Manage account clearance for withdrawing students and send to the office
- ASD/ HS & MS)
- Cover Tech Hub as needed to assist students with circulation of electronic devices when Tech staff are away from the desk (during support staff meetings, lunch, etc.)
- Send overdue notices to teachers and parents of students to follow up on lost library books
- Manage account clearance for the graduating seniors at the end of the year
- Manage the employee absence and attendance sheets & leave forms
- Arrange for substitute teachers as needed and complete the ISG Substitute Roster form
- Create and manage a schedule for custodial support staff to pick up and deliver books in classrooms each day
- Manage and file YA permission forms from parents
- Manage and maintain parent library accounts and communicate with parents about overdue books
- Manage the operational flow of textbook check in & out and assist with cataloging new textbooks
- Catalog the Arabic language books into Destiny
- Handle billing of patrons for lost books, collect payment for replacement costs, and print receipts as items are paid for
- Manage all LC fine processes
- Submit maintenance and summer work requests
- Prepare and process both local and overseas requisitions in Skyward
- Maintain safety procedure information for students and staff in the LC
- Collaborate with Learning Commons Staff and Librarians to design and create eye-catching, interest-generating book displays to encourage reading across all schools
- Assist with processing new books following library policies for physical processing and protection of resources
- Facilitate book and resource circulation at the library front desk
- Run regular reports necessary for maintaining the library collection and share them with librarians and Learning Office staff
- Acquire and maintain a working knowledge of ISG District organization policies, practices, and procedures
- Acquire and maintain a working knowledge of Learning Commons organization policies, practices, and procedures
- Demonstrate outstanding customer service with students, parents, faculty, and staff
- Demonstrate flexibility and creativity
- Demonstrate attention to detail and proficiency with order and organization
- Exercise reasonable judgments
- Model ISG Guiding Principles
- Maintain a safe learning environment for students at all times, including student supervision
- Respond appropriately to the range of individual needs and abilities among students
- Perform other duties as assigned by the Learning Commons Coordinator, Director for Learning, and/or Principals
- Qualifications and Knowledge
- Bachelor’s Degree
- Training in accounting and bookkeeping (preferred)
- Experience and Skills

**Experience**
- Prior experience in finance roles (preferred)
- Prior experience relevant to the role
- Library experience

**Skills**
- Excellent command of English, both written and oral
- Highly-developed organizational skills
- Outstanding verbal and written communication skills
- Maturity to handle a range of situations
- Loyalty and a high level of confidentiality
- Problem solving skills
- Time management skills
- Excellent interpersonal & communications skills

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