Secretary 3 (Attendance)

Tigard-Tualatin Sd 23J • Tualatin, OR

3d • Onsite

About The Position

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. Position is responsible for daily attendance. 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.

Requirements

• Graduation from high school or completion of the GED certificate
• 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

Nice To Haves

• Spanish Speaking Preferred
• 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

Responsibilities

• 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

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED