Secretary 2/Receptionist

Tigard-Tualatin Sd 23J•Tigard, OR

6d•Onsite

About The Position

This position serves as a School Secretary 2 and Receptionist 1, supporting the secretarial and clerical needs of the school while also managing high school student attendance and representing the building by greeting the public. The role involves a combination of administrative tasks, student support, and maintaining a professional office environment. The School Secretary 2 component focuses on general secretarial duties, managing student attendance, and handling various administrative tasks under the supervision of the department administrator. The Receptionist 1 component involves being the first point of contact for visitors, managing security needs, directing visitors, handling mail, and fielding incoming calls. Both roles require strong communication, organizational, and computer skills, with the ability to handle sensitive information confidentially and respond appropriately in various situations, including emergencies.

Requirements

Graduation from high school or completion of the GED certificate
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, collate material as needed
Enter student data into computer database
Answer telephone and provide general information, relay messages, wait on 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
Changes bell schedules when necessary, hand-rings bells when needed; makes intercom announcements when requested
Monitors security cameras
Signs in visitors, gives them a badge, requests it to be returned and signs them out; maintains daily record of visitors
Compiles and distributes by computer and hard copy the Daily and Weekly Bulletins
Keeps a detailed and accurate school calendar for distribution on the school web page, district calendar and bulletins
Building use may be a responsibility of this position, including all record keeping, and submitting forms and expenses to the district office
Doing mailroom detail which includes, but not limited to, dispersal of interdepartmental, U.S. mail, including packages; keeping mail room free of clutter and posted material updated
Keeping the reception area an inviting, professional space, free of clutter, litter and congregating students
Performing yearly duties which include, but are not limited to, input new locker numbers for all lockers, prepare fall orientation for new students, keeping calendars updated
Substitute for absent clerical positions to gain additional experience, if necessary
Training substitute receptionist in phone manners and phone system
One year experience in an office setting
Accurate and appropriate business language skills are mandatory of this position.
Excellent written skills for any documents presented in writing.
Mathematical skills obtained with high school degree or GED will serve this position
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
All employees must be able to communicate in an effective manner; employees with English as a second language must be able to communicate their need for clarification and/or interpretation of directions; employee should be willing to attend English class as requested by supervisor
Understand district policies and procedures and all written and verbal communication between the school and district, home and community to meet educational standards of excellence
This position may input or monitor department budget; preparing requests for purchases may be required

Nice To Haves

College level course work or completion from secretarial/business school preferred
A current history of acquiring, skill building, computer programs, team building, workshops or seminars preferred
Oregon Driver's license or ability to get to and from work in a timely manner and perform the essential functions of the position
Current Medic or Red Cross First Aid Certificate
Certification in medication dispensing, bee sting inoculations, and other health room standards that are required by federal, state, county and district policies (This may not be a function of this position, building determined)
Course in computers, secretarial science preferred
Oregon Driver's License, or ability to get to and from work in a timely manner and perform the essential functions of the position

Responsibilities

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 accurate
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
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, collate material as needed
Enter student data into computer database
Answer telephone and provide general information, relay messages, wait on 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
Changes bell schedules when necessary, hand-rings bells when needed; makes intercom announcements when requested
Monitors security cameras
Signs in visitors, gives them a badge, requests it to be returned and signs them out; maintains daily record of visitors
Compiles and distributes by computer and hard copy the Daily and Weekly Bulletins
Keeps a detailed and accurate school calendar for distribution on the school web page, district calendar and bulletins
Building use may be a responsibility of this position, including all record keeping, and submitting forms and expenses to the district office
Doing mailroom detail which includes, but not limited to, dispersal of interdepartmental, U.S. mail, including packages; keeping mail room free of clutter and posted material updated
Keeping the reception area an inviting, professional space, free of clutter, litter and congregating students
Performing yearly duties which include, but are not limited to, input new locker numbers for all lockers, prepare fall orientation for new students, keeping calendars updated
Substitute for absent clerical positions to gain additional experience, if necessary
Training substitute receptionist in phone manners and phone system