Secretary 2/Receptionist

Tigard-Tualatin Sd 23J•Tigard, OR

2d•$22 - $24•Onsite

About The Position

Under the supervision of the department administrator, helps support the secretarial and clerical needs of the school, manages the attendance of high school students. 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. Represents the building by meeting and greeting the public. Meets the security needs of the building by signing in and giving nametags to visitors. Directs visitors to correct locale. Responsible for all mail room deliveries. Handles all incoming calls, fielding questions and taking message from parents, staff, and community. Maintains staff phone extension list.

Requirements

Graduation from high school or completion of the GED certificate
College level course work or completion from secretarial/business school 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)
All employees must be able 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
This position may 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
High school diploma or GED equivalent
One year experience in an office setting
Course in computers, secretarial science 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
Accurate and appropriate business language skills are mandatory of this position. This position is the first verbal contact with our schools and as such must represent the district's educational standards of excellence. Excellent written skills for any documents presented in writing. All written material will be approved by office manager before presentation or distribution.
Mathematical skills obtained with high school degree or GED will serve this position
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

A current history of acquiring, skill building, computer programs, team building, workshops or seminars 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 accurate; assignments may include, but are not limited to, correspondence, technical and professionalreports, 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
May 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, 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
May 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
May perform attendance tasks for students and staff as assigned
Changes bell schedules when necessary, hand-rings bells when needed; makes intercom announcements when requested
Monitors security cameras
Signs in visitors, gives them a badge, requests it to be returned and signs them out; maintains daily record of visitors
Compiles and distributes by computer and hard copy the Daily and Weekly Bulletins
Keeps a detailed and accurate school calendar for distribution on the school web page, district calendar and bulletins; all requests from staff are confirmed by this position, conflicts are returned for resubmission
Building use may be a responsibility of this position, including all record keeping, and submitting forms and expenses to the district office
Doing mailroom detail which includes, but not limited to, dispersal of interdepartmental, U.S. mail, including packages; keeping mail room free of clutter and posted material updated
Keeping the reception area an inviting, professional space, free of clutter, litter and congregating students
Performing yearly duties which include, but are not limited to, input new locker numbers for all lockers, prepare fall orientation for new students, keeping calendars updated
Substitute for absent clerical positions to gain additional experience, if necessary
Training substitute receptionist in phone manners and phone system