Administrative Assistant II - Attendance Secretary

Central Sd 13J•Independence, OR

About The Position

JOB SUMMARY The job of Administrative Assistant II - Attendance Secretary is done for the purpose/s of providing secretarial support to school-site principal and other administrators; conveying information regarding school functions and procedures; ensuring compliance with site's financial, legal and administrative requirements; and overseeing the office activities in support of the services provided to students, parents, instructional and support employees. This position reports to the building Principal and preference for bilingual candidates fluent in English and Spanish. Please note that the salary listed below reflects the 2025/2026 classified salary schedule and may be subject to change pending contract negotiations. ESSENTIAL DUTIES AND RESPONSBILITIES Assists assigned administrator(s) in coordinating a variety of programs and.or activities (e.g. task assignments, meetings, site inservice day activites, workshops, acquisition of textbooks, travel and accomodations, etc.) for the purpose of ensuring availability of facilities and/or equipment and delivering services in conformance with established guidelines. Attends meetings as assigned for the purpose of taking minutes, conveying and/or gathering information required to perform functions. Communicates with other departments, buildings and/or agencies for the purpose of coordinated, effective and efficient operations. Compiles data from a variety of sources (e.g. student records, payroll, petty cash disbursements, work orders, staff handbook, attendance, etc.) for the purpose of complying with financial, legal and/or administrative requirements. Composes documents (e.g. standardized correspondence, activities, bulletins, newsletters, etc.) for the purpose of documenting events, providing and/or requesting information. Coordinates a variety of programs and/or activities (e.g. task assignments, meetings, classroom and site staff coverage, building in-service day activities, workshops, travel and accommodations, etc.) for the purpose of ensuring availability of substitutes, facilities and/or equipment and delivering services in conformance to established guidelines. Maintains databases, documents, files, records, forms, and formats (e.g. administrative records, subfinder, maintenance requests, building keys, office procedures, all forms, building personnel records, student files, etc.) for the purpose of providing up-to-date reference and audit trail for compliance. Maintains inventories of supplies and materials (e.g. all general fund supplies, equipment repairs, etc.) for the purpose of ensuring items' availability. Monitors account balances and various documentation (e.g. general fund school budget, student body accounts, account expenditures, purchase order documentation, etc.) for the purpose of maintaining accurate records in compliance with accounting and record keeping practices. Monitors assigned district activities and/or program components (e.g. classroom coverage if substitutes are not available, special projects, etc.) for the purpose of coordinating activities and ensuring compliance with established financial, legal and/or administrative requirements. Orients new site personnel (e.g. substitutes and staff as required) regarding appropriate school and district practices (e.g. keys, folders, directions, building procedures, etc.) for the purpose of effectively assimilating new personnel into site operations. Oversees student assistants, volunteers, etc. for the purpose of ensuring appropriate procedures are followed and/or meeting work demands. Prepares written materials (e.g. master schedules, budgets, PO’s, reports, class lists, memos, letters, handbooks, etc.) for the purpose of documenting activities, providing written reference and/or conveying information. Processes documents and materials (e.g. travel leave, student records, staff records, building employees’ time sheets, all forms, daily attendance, purchase orders, work orders, etc.) for the purpose of disseminating information to appropriate parties for action. Researches discrepancies in processes and/or documentation for the purpose of ensuring adherence to appropriate administrative and /or legal guidelines. Responds to inquiries from a variety of internal and external parties by phone, letter and/or in person (e.g. staff, parents, students, public agencies, etc.) for the purpose of providing information, facilitating communication among parties and/or providing direction. Screens inquiries of staff, students, parents, the public, etc. for the purpose of taking appropriate action and/or directing to appropriate personnel for resolution. Other Functions Performs other related duties, as assigned, for the purpose of ensuring the efficient and effective functioning of the work unit.

Requirements

SKILLS are required to perform multiple, technical tasks with a need to occasionally upgrade skills in order to meet changing job conditions.
Specific skills required to satisfactorily perform the functions of the job include: operatingstandard office equipment; performing accounting procedures; performing standard bookkeeping; planning and managing projects; preparing and maintaining accurate records; and using pertinent software applications.
KNOWLEDGE is required to perform basic math, including calculations using fractions, percents, and/or ratios; read technical information, compose a variety of documents, and/or facilitate group discussions; and solve practical problems.
Specific knowledge required to satisfactorily perform the functions of the job includes: general accounting/bookkeeping principles; business telephone etiquette; computer and internet operations; concepts of grammar and punctuation; federal, state and local policies, procedures and practices; equipment and materials utilized in an office environment; school operations and their functions
ABILITY is required to schedule a significant number of activities, meetings, and/or events; routinely gather, collate, and/or classify data; and use basic, job-related equipment.
Flexibility is required to independently work with others in a wide variety of circumstances; work with data utilizing defined but different processes; and operate equipment using defined methods.
Ability is also required to work with a significant diversity of individuals and/or groups; work with data of widely varied types and/or purposes; and utilize specific, job-related equipment.
In working with others, problem solving is required to analyze issues and create action plans.
Problem solving with data frequently requires independent interpretation of guidelines; and problem solving with equipment is moderate.
Specific abilities required to satisfactorily perform the functions of the job include: communicating with diverse groups; maintaining confidentiality; meeting deadlines and schedules; setting priorities; working as part of a team; working with detailed information/data; working with constant interruptions; and working effectively with students, staff and community.
Responsibilities include: working under limited supervision following standardized practices and/or methods; leading, guiding, and/or coordinating others; and monitoring budget expenditures.
Utilization of resources from other work units is required to perform the job's functions..
There is a continual opportunity to impact the Organization’s services.
Targeted job related education that meets organization’s prerequisite requirements.
Job related experience is required.

Nice To Haves

preference for bilingual candidates fluent in English and Spanish

Responsibilities

Assists assigned administrator(s) in coordinating a variety of programs and.or activities (e.g. task assignments, meetings, site inservice day activites, workshops, acquisition of textbooks, travel and accomodations, etc.) for the purpose of ensuring availability of facilities and/or equipment and delivering services in conformance with established guidelines.
Attends meetings as assigned for the purpose of taking minutes, conveying and/or gathering information required to perform functions.
Communicates with other departments, buildings and/or agencies for the purpose of coordinated, effective and efficient operations.
Compiles data from a variety of sources (e.g. student records, payroll, petty cash disbursements, work orders, staff handbook, attendance, etc.) for the purpose of complying with financial, legal and/or administrative requirements.
Composes documents (e.g. standardized correspondence, activities, bulletins, newsletters, etc.) for the purpose of documenting events, providing and/or requesting information.
Coordinates a variety of programs and/or activities (e.g. task assignments, meetings, classroom and site staff coverage, building in-service day activities, workshops, travel and accommodations, etc.) for the purpose of ensuring availability of substitutes, facilities and/or equipment and delivering services in conformance to established guidelines.
Maintains databases, documents, files, records, forms, and formats (e.g. administrative records, subfinder, maintenance requests, building keys, office procedures, all forms, building personnel records, student files, etc.) for the purpose of providing up-to-date reference and audit trail for compliance.
Maintains inventories of supplies and materials (e.g. all general fund supplies, equipment repairs, etc.) for the purpose of ensuring items' availability.
Monitors account balances and various documentation (e.g. general fund school budget, student body accounts, account expenditures, purchase order documentation, etc.) for the purpose of maintaining accurate records in compliance with accounting and record keeping practices.
Monitors assigned district activities and/or program components (e.g. classroom coverage if substitutes are not available, special projects, etc.) for the purpose of coordinating activities and ensuring compliance with established financial, legal and/or administrative requirements.
Orients new site personnel (e.g. substitutes and staff as required) regarding appropriate school and district practices (e.g. keys, folders, directions, building procedures, etc.) for the purpose of effectively assimilating new personnel into site operations.
Oversees student assistants, volunteers, etc. for the purpose of ensuring appropriate procedures are followed and/or meeting work demands.
Prepares written materials (e.g. master schedules, budgets, PO’s, reports, class lists, memos, letters, handbooks, etc.) for the purpose of documenting activities, providing written reference and/or conveying information.
Processes documents and materials (e.g. travel leave, student records, staff records, building employees’ time sheets, all forms, daily attendance, purchase orders, work orders, etc.) for the purpose of disseminating information to appropriate parties for action.
Researches discrepancies in processes and/or documentation for the purpose of ensuring adherence to appropriate administrative and /or legal guidelines.
Responds to inquiries from a variety of internal and external parties by phone, letter and/or in person (e.g. staff, parents, students, public agencies, etc.) for the purpose of providing information, facilitating communication among parties and/or providing direction.
Screens inquiries of staff, students, parents, the public, etc. for the purpose of taking appropriate action and/or directing to appropriate personnel for resolution.
Performs other related duties, as assigned, for the purpose of ensuring the efficient and effective functioning of the work unit.