Secretary 2

Tigard-Tualatin Sd 23J•Tigard, OR

3d•$24•Onsite

About The Position

Under the supervision of the department administrator, this position helps support the secretarial and clerical needs of the school, and manages the attendance of high school students. Employees in this position must possess the ability to perform the essential functions of the position with or without accommodation. This role involves responding appropriately in emergency and crisis situations, making independent decisions within established guidelines, and communicating sensitive information to staff, students, parents, and the community while respecting confidentiality. The position requires following proper procedures for dispensing medication and giving first aid, completing assignments with minimal instruction, and utilizing math and computer skills for accounting needs, purchasing, budget allocations, and district computer programs. Modern professional secretarial skills are needed to produce timely, accurate, and properly formatted work, including correspondence, reports, newsletters, booklets, manuals, guides, schedules, and forms. The role also involves identifying potential workplace problems, prioritizing multi-tasks, assisting in building an office team, and maintaining a calm professional environment during stressful situations.

Requirements

Graduation from high school or completion of the GED certificate
Ability 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

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)

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; assignments may include, but are 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
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, collates material as needed
Enter student data into computer database; employees in this position may be required to do extensive computer work
Answer telephone and provides general information, relays messages, waits on students, staff, parents and general public
Assist in recording general and confidential information in student files, sorts, and files, 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
Input or monitor department budget; preparing requests for purchases may be required
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
Answer phones and take detailed messages
Deliver messages, packages, supplies as required
Fill and maintain machines that include, but are not limited to, copy, laminator, duplicator, and fax
Provide student supervision if required by specific assignment,(i.e. playgrounds, crosswalks, healthrooms, meetings, offices, field trips, sports and programs)