Head Secretary - Middle School

Head Secretary

Molalla River Middle School

8 hours per day/5 Days Per Week/207 Days in Full Work Year

Position Start Date: Week of August 10, 2026

Wage range based on 2025-26 Wage Schedule. 2026-27 Wage Schedule to be determined.

JOB GOAL: The goal of the Middle/High School Head Secretary is to provide secretarial, clerical, recordkeeping, organizational and confidential administrative office support to the Elementary, Middle School or High School principal(s), depending on the assignment, to assure the smooth and efficient operation of the building providing a positive experience for staff, students, parents/caregivers and other stakeholders.

ESSENTIAL REQUIREMENTS: To perform this job successfully an individual must be able to execute each requirement satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability needed for the position.

1. High School Diploma or equivalent as required by OAR 581-37-030, Oregon Department of Education (one year of vocational training or college preferred)
2. 21 years of age or older
3. Have completed at least three (3) years of progressively responsible secretarial experience
4. Ability to work harmoniously with others and to communicate effectively (both orally and in writing) with students, parents, and teachers
5. Ability to understand and follow oral and written instructions
6. Ability to maintain confidentiality
7. Possess knowledge of school and district personnel and procedures.
8. Ability to effectively use a variety of computer programs for student and staff information and communication including but not limited to Microsoft Office (Word, Excel, PowerPoint), Google (Docs, Sheets, Slides, Gmail), Synergy, AESOP, Visions, and Thrillshare/Apptegy.
9. Ability to use office equipment including multi line telephone and copier.
10. Ability to respond effectively to sensitive questions and complaints from students, parents, staff, and the public and maintain confidentiality of information
11. Ability to type accurately and rapidly (65 wpm minimum); possess language skills including composition, punctuation, spelling, correct usage, and ability to draft routine correspondence as directed by the principal
12. Ability to research information and compose memos, letters, and other correspondence for a supervisor/administrator signature
13. Ability to set up and use an efficient filing system
14. Math computation, analytical and deductive reasoning skills to review and reconcile monthly additional pay forms and time cards with monthly substitute and absence reports to ensure accurate monthly payroll processing.
15. Ability to possess and maintain a valid First Aid card
16. Ability to work independently, prioritizing tasks to meet deadlines while maintaining accuracy and attention to detail
17. Ability to direct the office operations and direct the work responsibilities of the office staff.
18. Physical requirements may include:

• Light to moderate degree of physical stamina
• Ability to stand, walk, and bend frequently, and occasional lifting up to 50 lbs.
• Ability to use computer, telephone, and other office equipment for extended periods of time
• Ability to make frequent trips from desk to counter, files, and other office location.

Such alternative to the above requirements as the School Board or the Administration may deem appropriate and acceptable.

ESSENTIAL DUTIES AND RESPONSIBILITIES: include the following. Other duties may also be assigned.

1. Oversee work of office and clerical staff at the Middle School/High School; train student office assistants in office procedures
2. Type correspondence, memos, staff evaluations, agendas, and reports; take, type and distribute minutes of meetings as directed
3. Monitor the Middle School/ High School budget accounts, accumulate data on grant budgets, and monitor fund expenditures, assist in the budget development
4. Serve as the primary contact person and liaison between the principal and students, teachers, parents, district personnel, staff, and the community
5. Maintain a High level of ethical behavior and confidentiality when dealing with student and staff information
6. Answer and screen telephone calls, provide information on school policies/procedures or refer to appropriate staff member
7. Maintain principal's calendar, arrange meetings and monitor working files as related to the building staff
8. Share function of building receptionist with other secretaries; greet visitors, answer inquiries from students and parents referring visitors to appropriate staff member
9. Maintain the recording of teacher attendance and reasons for absences, process the timesheets for all staff, reconcile them with corresponding monthly reports and submit to the district office to ensure accuracy of monthly payroll processing.
10. Coordinate the closing-of-school procedures, collecting grade books, handbooks, keys, etc. (High School- assist in the preparation of graduation set-up, programs, etc.)
11. Assist in the preparation for the opening of school for staff and students
12. Train and supervise student assistants on proper telephone etiquette, acting as receptionist for students and parents, delivering a variety of material to teachers and offices and performing general office duties
13. Perform such other tasks (which may require knowledge of other job descriptions) as may seem to be appropriate to the Board or Administration

CERTIFICATES, LICENSES, REGISTRATIONS, BONDING, AND/OR TESTING REQUIRED:

1. Must possess and maintain a valid First Aid card if required
2. Criminal Justice Fingerprint Clearance