Executive Secretary (Library)

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:
‎196 days @ ‎8 hours per day
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
The successful candidate will be expected to:
* 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
The ideal candidate will have:
* Bachelor's Degree
* Training in accounting and bookkeeping (preferred)
Experience and Skills
The ideal candidate will have:
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