ID 6790- Temporary Administrative Assistant II - Counseling - 4.0 hours/day for 200 days

Temporary Administrative Assistant II - Counseling

Four hours per day for 200 days. Salary range: $21.77- $29.78 per hour (depending on experience). Lakeridge Middle School.

Job Summary:

The Administrative Assistant II Counseling/Registrar position performs secretarial, clerical, and administrative assistance and special assignment duties in a school setting. Position monitors students regarding academic credit acquisition, grade or program requirements completion, and overall general academic progress. Position assists school counselors with constructing class and program schedules and performs other duties as requested or assigned.

Essential Duties and Responsibilities:

• Demonstrates knowledge and understanding of all district policies and procedures.
• Provides clerical support to professional counseling staff, including answering telephones, routing telephone calls or messages to appropriate staff, operating general office machinery, typing, proofreading, scheduling, filing and handling all incoming and outgoing mail, parcels and other items.
• Assists with student attendance and supervises students as assigned.
• Prepares correspondence, memos, reports, minutes, student records, purchase orders, and related materials from copy, rough draft, or specific instructions.
• Appropriately maintains and secures confidential records and inquiries.
• Completes a high volume of computer data entry work, using district computer programs, to input a high volume of data with speed and accuracy, including confidential data, in an environment with constant interruptions.
• Maintains accurate student records electronically and in printed format including attendance records, new/transfer student registrations, student withdrawals, immunization records, student grades and transcripts and progress reports/report cards.
• Maintains filing, temporary storage and permanent retention of student records pursuant to federal and state laws and requirements and district policies and procedures.
• Alerts parents and principal as necessary to address problems.
• Undertakes special projects as assigned by the building principal, such as proctoring student assessments and coordinating with state and federal agencies regarding student assessments (OSAS, ACT, SAT).
• Maintains a thorough working knowledge of laws and regulations pertaining to student records.
• Responds to requests for information regarding student records (e.g., DHS, military, foreign exchange programs) and releases information according to established guidelines.
• Maintains accurate student database and trains other staff on use as needed.
• Assists with the beginning of the year registration process (mailing, printing schedules etc.).
• Assists with graduation and corresponding activities.
• Assists with the enrollment and withdrawal of students, assists with required forms and requesting records from other schools as required.
• Assists in the preparation of the Course Catalog and corresponding timelines.
• Coordinates with community businesses about scholarship opportunities and assists students with scholarship submissions.
• Prepares Counseling office for beginning of school year and closes office at the end of the school year.
• Consistent, daily and punctual attendance.

Non-Essential Duties and Responsibilities:

• Organizes special events.
• Orders supplies and materials.
• Assists with workload of other clerical staff as needed or required.
• Attends in-service training, staff meetings and other meetings as assigned.
• Communicates information about district, school and/or departmental policies and procedure to students, staff, parents and patrons.
• Reports issues to the principal and the appropriate authorities including safety, sanitary and fire hazards, vandalism, thefts and errant wildlife.

Other Requirements:

Consistently follows all applicable federal and state laws and all district policies, rules and supervisor directions. Observes ergonomics of sedentary office work including placement of computers and monitors, and sitting alignment. Observes proper lifting techniques and other strategies to avoid accidents and personal injury while performing job duties. Performs other duties as assigned.

Supervisory Responsibilities:

This position may provide various types of student supervision including in-office monitoring and assisting students from one to another location. All school employees have some responsibility for supervising students and assisting in maintaining a safe environment.

Qualifications:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Education and/or Experience: High school diploma or GED is required. Three (3) years secretarial or related experience is required. An Associate Degree in a related field or two (2) years of college/university is preferred. Bookkeeping/accounting experience and payroll experience are preferred.
• Interpersonal Skills: Works well with others from diverse backgrounds. Focuses on solving conflict, maintaining confidentiality, listening to others, keeping emotions under control, remaining open to others' ideas and contributing to building a positive team spirit.
• Language Skills: Ability to communicate English fluently both verbally and in writing, including proficiency in spelling and grammar. Ability to respond to common inquiries or complaints from students, parents, staff, regulatory agencies, vendors and members of the community. Ability to read and interpret documents including governmental regulations, safety rules and operating and maintenance instructions/ instruction manuals. Ability to prepare routine reports and correspondence with high degrees of accuracy and professionalism.
• Mathematical Skills: Ability to add, subtract, multiply and divide in all units of measure, using whole numbers, common fractions and decimals. Ability to calculate rates, ratios and percentages. Ability to read and interpret various charts, bar graphs and similar visual data depictions.
• Reasoning Ability: Ability to apply common sense understanding to carry out instructions furnished in oral, schedule or diagram form. Ability to deal with problems involving more than one variable.
• Computer Skills: Ability to effectively use office computers and internet access for email, research, word processing, database manipulation, visual presentations and general web-based applications.
• Other Skills and Abilities: Ability to exercise good judgment and work effectively in a dynamic environment.
• Certificates, Licenses, Registrations: A valid First Aid Card is required and a valid Oregon Driver's License is preferred. Must have or be able to obtain various certificates, licenses and/or registrations as required by federal, state or local law(s) and/or determined by the district.

Physical Expectations:

The physical expectations described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations will be made to enable individuals with disabilities to perform the essential functions.

• When performing the duties of this job, the employee is regularly required to talk, see, or hear.
• The employee is frequently required to walk stand, sit, use fingers and hands for fine manipulation, handle or feel, reach with hands and arms and move around inside and outside of buildings.
• The employee is occasionally required to push, pull, bend, stoop, crawl, kneel and crouch.
• The employee must lift and/or move up to 35lbs.
• The employee may occasionally climb stairs or ladders.
• The employee must have, with or without vision correction, close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.

Work Environment:

The work environment characteristics described here are representative of those an employee encounters performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

• The work environment is a standard school office setting.
• The noise level of the work environment is usually low to moderate, but occasionally high depending upon the location, the student population and current activities.
• The employee occasionally will be required to supervise children during the arrival/departure and recess.
• The employee is occasionally exposed to wet or humid conditions and outdoor weather conditions, including seasonal heat and cold.
• The employee may occasionally be exposed to contagious diseases, bodily fluids and blood-borne pathogens.
• The employee may be exposed to a variety of cleaning agents and some hazardous chemicals and fumes.

Special Requirements:

The person employed for this position must be able to provide: proof of educational requirements, verify identity and employment authorization, complete a pre-employment record check and be approved by the State Department of Education after having a Fingerprint-Based Criminal History Verification completed.

Note: This is not necessarily an exhaustive or all-inclusive list of responsibilities, skills, duties, requirements, efforts, functions or working conditions associated with the job. This job description is not a contract of employment or a promise or guarantee of any specific terms or conditions of