JOB TITLE: School Secretary 3- Bilingual Spanish Speaker preferred  

 

IMMEDIATE SUPERVISOR:  Principal and/or designee

 

FTE: .875 (7 hours per day)

 

POSITION START DATE: As soon as possible after hire

 

GENERAL DUTIES SUMMARY:

Under the supervision of the assigned building administrator, and/or office manager this position provides the clerical, secretarial and support duties of the assigned department.

 

ESSENTIAL REQUIREMENTS & RESPONSIBILITIES

The essential requirements and responsibilities of this position are listed below.  Employees in this position must possess the ability to perform the essential functions of the position with or without accommodation.

 

• Respond appropriately in emergency and crisis situations
• Make independent decisions within established guidelines and reporting structure
• Communicate sensitive information to staff, students, parents, and community members as required
• Respect the confidentiality of administration, staff, students, and organizations of the community
• Follow the proper procedures for dispensing medication and giving first aid
• Complete simple to complex assignments with a minimum of instruction or supervision
• Use math skills to learn and adhere to the position's accounting needs including, but not limited to, purchasing procedures, budget allocations, and spreadsheets
• Use computer skills to learn district computer programs and systems
• Use modern professional secretarial skills to produce work in a timely fashion, properly formatted and
• Assignments may include, but not limited to, correspondence, technical and professional reports, newsletters, booklets, manuals, guides, schedules and forms
• Identify potential problems in the workplace and notify appropriate personnel
• Prioritize multi-tasks from a variety of sources, ensuring timely completion
• Assist in building and maintaining an office team to support the needs of the administration and schools
• Maintain a calm professional environment during times when interruptions, disruptions, and a stressful environment interfere with the flow of work
• Knowledge of spelling, punctuation, capitalization, word usage, and sentence construction of the English language as necessary to detect and correct errors in prepared material and to compose basic correspondence
• Knowledge of current office practices and procedures
• Capability of operating computers and accompanying programs (word processing, data base and spreadsheets, district assigned programs)
• Flexibility in accepting assignments from office manager with deadlines and re-prioritizing work to fit the needs of the building
• Comprehension of oral and written instructions and to complete work within established form and timelines without detailed instructions or constant monitoring
• Openness to suggestions for improvement of skills and performance
• Performance as a team member of the individual department and entire school
• This position may be assigned substitute clerical staff to train, or student assistants to monitor.
• Spanish Speaking preferred

 

ESSENTIAL EDUCATION, SKILLS, AND CAPABILITIES

• Type letters, reports, forms, newsletters, handbooks, bulletins, memoranda and meeting minutes, including material of a confidential nature; write letters from rough notes or oral instructions; compose correspondence independently on routine matters not involving deviation from established policy
• Type instructional materials from handwritten rough drafts, oral instruction and other sources; duplicate and collate material as needed
• Type material that includes but is not limited to daily bulletins, reports, general correspondence, programs, event calendars, schedules, newsletters and announcements
• Enter student data into computer database; employees in this position may be required to do extensive computer work
• Answer telephone and provides general information, relay messages, assist students, staff, parents and general public
• Assist in recording general and confidential information in student files, sort, and file documents and records according to predetermined classifications while maintaining alphabetical index and cross-reference fields
• Provide students with information about various school and related activity policies and procedures, assist students in completing procedures associated with schedule changes, graduation, financial aid, college entrance tests and related activities
• Perform attendance tasks for students and staff as assigned
• May be requested to attend meetings or serve on committees outside of normal work hours
• Graduation from high school or completion of the GED certificate
• College level course work or completion from secretarial/business school preferred
• One year of work in a school setting is preferred
• Experience and interest in the posted department is preferred (i.e. athletics, curriculum)
• Experience with skill building, computer programs, and team building
• Ability to read, analyze and interpret technical journals, financial reports, and legal documents 
• Ability to respond to inquiries or complaints from vendors, staff, and community members 
• Ability to write department procedures
• Ability to work with mathematical concepts such as probability and statistical inference; ability to apply concepts such as fractions, percentages, ratios, and proportions to practical situations
• Solve practical problems and deal with a variety of variables in situations where only limited standardization exists
• Interpret a variety of instructions furnished in written, oral, diagram or schedule form

 

PHYSICAL AND ENVIRONMENTAL REQUIREMENTS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• The employee is regularly required to talk and hear
• The employee occasionally is required to stand, walk, sit; use hands to finger, handle, or feel, reach with hands and arms, and stoop, kneel, crouch, or crawl, climb up and down step stool, bend under desks, and twist from the waist
• The employee is occasionally required to climb or balance 
• The employee must frequently lift and/or move up to 20 pounds
• Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus 
• This position entails sitting at a computer terminal 6-8 hours a day, answering phone and using the computer at the same time
• Very busy environment with constant interruption of assignments; a great deal of interaction with students, staff and the community is part of this position responsibility

EVALUATION

Performance of this job will be evaluated in accordance with the provisions in the Collective Bargaining Agreement between Tigard-Tualatin School District 23J and Oregon School Employees Association Chapter 51.

 

TERMS OF EMPLOYMENT

This is a 10 month assignment on the I range of the Classified Job Schedule.  The assignment of the step will be in compliance with the current Collective Bargaining Agreement and range of pay is located in the current Classified Salary Schedule.

 

A new employee shall be allowed up to (4) four years experience on the salary schedule, based on actual years of experience on a job of like responsibilites and skills. The highest hourly rate for a new employee would be $23.83 per hour.