year (prorated)

Lake Oswego School District•Lake Oswego, OR

4d•Onsite

About The Position

The Administrative Assistant II – Counseling/Registrar provides secretarial, clerical, and administrative support to professional counseling staff in a school setting. The position monitors students’ academic credit acquisition, completion of grade or program requirements, and overall academic progress. It also assists counselors with class and program schedules and performs other duties as requested or assigned. The position maintains student records and databases, supports attendance, registration, enrollment, withdrawals, scheduling, graduation activities, assessments, scholarships, and course catalog preparation. It handles confidential information and responds to student-record requests in accordance with applicable laws, regulations, and district policies. The role may include student supervision, special projects, event organization, and support for other clerical staff. This position is based in a standard school office setting at Lake Oswego High School and is scheduled for 8 hours per day for 200 days per year, prorated. The posted hourly wage is $21.77–$29.78, depending on experience.

Requirements

High school diploma or GED.
Three years of secretarial or related experience.
Fluent English communication skills, verbally and in writing, including spelling and grammar proficiency.
Ability to respond to inquiries or complaints from students, parents, staff, regulatory agencies, vendors, and community members.
Ability to read and interpret documents, including governmental regulations, safety rules, and operating and maintenance instructions.
Ability to prepare accurate, professional routine reports and correspondence.
Basic arithmetic skills, including calculations with whole numbers, fractions, decimals, rates, ratios, and percentages.
Ability to read and interpret charts, bar graphs, and similar visual data.
Ability to follow oral, schedule, or diagram instructions and address problems involving more than one variable.
Ability to use office computers and internet access for email, research, word processing, database work, visual presentations, and web-based applications.
Ability to work effectively in a dynamic environment and exercise good judgment.
Ability to work with people from diverse backgrounds, maintain confidentiality, listen, manage conflict, remain calm and professional amid frequent interruptions, and contribute to a positive team.
Valid First Aid Card.
Ability to meet the stated physical expectations, including lifting or moving up to 35 pounds, with reasonable accommodation as applicable.
Provide proof of educational requirements, verify identity and employment authorization, complete a pre-employment record check, and obtain State Department of Education approval following fingerprint-based criminal history verification.
Follow applicable federal and state laws and district policies and procedures.

Nice To Haves

Associate degree in a related field or two years of college or university.
Bookkeeping or accounting experience.
Payroll experience.
Valid Oregon Driver’s License.

Responsibilities

Provide clerical support to counseling staff, including answering and routing calls, operating office equipment, typing, proofreading, scheduling, filing, and handling mail and parcels.
Assist with student attendance and supervise students as assigned.
Prepare correspondence, memos, reports, minutes, student records, purchase orders, and related materials.
Maintain and secure confidential records and inquiries.
Perform high-volume computer data entry accurately, including confidential data, and maintain electronic and printed student records.
Maintain student records, including attendance, registrations, withdrawals, immunization records, grades, transcripts, and progress reports or report cards.
Maintain student records in accordance with federal and state requirements and district policies and procedures.
Alert parents and the principal to problems as necessary.
Undertake special projects assigned by the building principal, including proctoring assessments and coordinating with state and federal agencies regarding student assessments.
Respond to requests for student-record information and release information according to established guidelines.
Maintain the student database and train other staff in its use as needed.
Assist with beginning-of-year registration, including mailing materials and printing schedules.
Assist with graduation and related activities.
Assist with student enrollment and withdrawal, required forms, and requests for records from other schools.
Assist with preparation of the Course Catalog and associated timelines.
Coordinate with community businesses about scholarship opportunities and assist students with scholarship submissions.
Prepare the Counseling office for the start of the school year and close it at the end of the school year.
Maintain consistent, daily, and punctual attendance.
Organize special events and order supplies and materials.
Assist other clerical staff with workload as needed.
Attend assigned in-service training, staff meetings, and other meetings.
Communicate district, school, or departmental policies and procedures to students, staff, parents, and patrons.
Report safety, sanitary, fire, vandalism, theft, and wildlife issues to the principal and appropriate authorities.
Follow applicable laws, district policies, rules, and supervisor directions; observe office ergonomics and safe lifting practices.
Perform other duties as assigned.