Secretary 3 (Tigard-Tualatin Virtual Academy)

Tigard-Tualatin Sd 23J•Tigard, OR

12h•Onsite

About The Position

This position provides the clerical, secretarial, and support duties for the Tigard Tualatin Virtual Academy. The role is responsible for daily attendance and requires the ability to perform essential functions with or without accommodation. The secretary must respond appropriately in emergency situations, make independent decisions, and communicate sensitive information while respecting confidentiality. They will handle medication dispensing and first aid, complete assignments with minimal instruction, and utilize math and computer skills for accounting, purchasing, and district programs. Professional secretarial skills are needed to produce timely and properly formatted work, including correspondence, reports, newsletters, and schedules. The position involves identifying potential workplace problems, prioritizing multi-tasks, assisting in maintaining an office team, and managing a calm professional environment during stressful periods. A strong command of English grammar, spelling, and punctuation is necessary for editing and composing correspondence. The role requires operating computers and associated programs, flexibility in accepting and reprioritizing assignments, and the ability to comprehend and complete instructions without constant monitoring. Openness to feedback and a team-player attitude are essential. This position may involve training substitute clerical staff or monitoring student assistants. Spanish speaking is preferred.

Requirements

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
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
Regularly required to talk and hear
Occasionally required to stand, walk, sit; use hands to finger, handle, or feel, reach with hands and arms, and stoop, kneel, crouch, or crawl, climb up and down step stool, bend under desks, and twist from the waist
Occasionally required to climb or balance
Must frequently lift and/or move up to 20 pounds
Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus
This position entails sitting at a computer terminal 6-8 hours a day, answering phone and using the computer at the same time
Very busy environment with constant interruption of assignments; a great deal of interaction with students, staff and the community is part of this position responsibility

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

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
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
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
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
This position may be assigned substitute clerical staff to train, or student assistants to monitor.