Secretary 3 - Counseling Office

Tigard-Tualatin Sd 23J•Tigard, OR

About The Position

Under the supervision of the assigned building administrator and/or office manager, the School Secretary 3 provides clerical, secretarial, and support services for the assigned department and is responsible for daily attendance. The position supports administrators, students, staff, parents, and community members; handles routine and confidential information; and completes a range of assignments with limited instruction or supervision. Spanish-speaking ability is preferred. The role involves producing and processing correspondence, reports, instructional materials, newsletters, schedules, forms, and other documents; entering and maintaining student information; answering phones and providing general information; assisting students with school procedures; and performing attendance tasks. The secretary uses district computer programs and office equipment, applies basic accounting and mathematical skills, prioritizes work, and contributes to a professional office team. The position may include training substitute clerical staff or monitoring student assistants, and may require attending meetings or serving on committees outside normal work hours. This is a 10-month assignment, with an FTE of 1 and a schedule of 8 hours per day. The position start date is as soon as possible after hire. The highest hourly rate for a new employee is listed as $26.61; placement and pay are governed by the applicable collective bargaining agreement and classified salary schedule. The position is performed in a busy school-office environment with frequent interruptions and substantial interaction with students, staff, and the community. It entails sitting at a computer terminal for 6–8 hours per day while answering phones and using the computer. Physical activities may include standing, walking, reaching, bending, kneeling, crouching, crawling, climbing, balancing, and lifting or moving up to 20 pounds. Reasonable accommodations may be made to enable employees with disabilities to perform the essential functions.

Requirements

High school graduation or completion of a GED certificate.
Ability to type and prepare letters, reports, forms, newsletters, handbooks, bulletins, memoranda, meeting minutes, and other materials, including confidential material.
Knowledge of English spelling, punctuation, capitalization, word usage, and sentence construction sufficient to detect and correct errors and compose basic correspondence.
Knowledge of current office practices and procedures.
Capability to operate computers and related programs, including word-processing, database, spreadsheet, and district-assigned programs.
Ability to learn district computer programs and systems and complete extensive computer work as required.
Ability to comprehend oral and written instructions and complete work within established forms and timelines without detailed instructions or constant monitoring.
Flexibility to accept assignments and deadlines from the office manager and reprioritize work to meet building needs.
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 work with mathematical concepts, including probability, statistical inference, fractions, percentages, ratios, and proportions, and apply them to practical situations.
Ability to solve practical problems involving a variety of variables and limited standardization, and interpret instructions in written, oral, diagram, or schedule form.
Experience with skill building, computer programs, and team building.
Ability to perform the essential functions with or without reasonable accommodation.
Regular ability to talk and hear; occasional ability to stand, walk, sit, use hands to finger, handle, or feel, reach, stoop, kneel, crouch, crawl, climb a step stool, bend under desks, twist, climb, or balance.
Ability to frequently lift and/or move up to 20 pounds and meet the listed vision requirements, including close, distance, color, peripheral, and depth perception and adjusting focus.
Ability to work at a computer terminal for 6–8 hours per day while answering phones and using the computer.

Nice To Haves

Spanish-speaking ability is preferred.
College-level coursework or completion of secretarial/business school is preferred.
One year of work in a school setting is preferred.
Experience and interest in the posted department is preferred.

Responsibilities

Respond appropriately in emergency and crisis situations and follow proper procedures for dispensing medication and giving first aid.
Make independent decisions within established guidelines and the reporting structure.
Communicate sensitive information appropriately and maintain the confidentiality of administration, staff, students, and community organizations.
Complete simple to complex assignments with minimal instruction or supervision and produce professional work in a timely, properly formatted manner.
Prepare and process correspondence, reports, newsletters, booklets, manuals, guides, schedules, forms, bulletins, meeting minutes, and other materials; compose routine correspondence independently when appropriate.
Enter student data into computer databases and perform computer work using district programs and systems.
Answer telephone calls, provide general information, relay messages, and assist students, staff, parents, and the general public.
Record general and confidential information in student files; sort and file documents and records according to established classifications and maintain indexes and cross-references.
Provide students with information about school and activity policies and procedures and assist with schedule changes, graduation, financial aid, college entrance tests, and related activities.
Perform student and staff attendance tasks as assigned.
Use math and accounting skills for purchasing procedures, budget allocations, spreadsheets, and related work.
Identify potential workplace problems and notify appropriate personnel.
Prioritize and reprioritize tasks from varied sources to meet deadlines and building needs.
Assist in building and maintaining an office team that supports administration and the schools; work as a team member of the department and school.
Maintain a calm, professional environment amid interruptions, disruptions, and stressful conditions.
Write department procedures and respond to inquiries or complaints from vendors, staff, and community members.
Train assigned substitute clerical staff or monitor student assistants when applicable.
Attend meetings or serve on committees outside normal work hours when requested.