Secretary 3

Tigard-Tualatin Sd 23J•Tigard, OR

4d•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. 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.

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

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
Spanish preferred

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 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
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