Academics Secretary

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Job Title: Academics Secretary

Reports to: Academics Director

Classification: Classified IIIB

Dept./School: Academics

Calendar: 260 day, 12-Month, 8 hrs per day

Job Summary:

Provides clerical support to assigned personnel. Performs a wide range of administrative duties associated with supporting the Academics Department with routine work activities and special projects including coordination, correspondence, research, and reporting.

Qualifications:

Education/Certification/Bonding and/or Testing Required:

• High School Diploma (Associates Degree preferred)
• Oregon Fingerprinting and Criminal Background Check clearance.

Special Knowledge/Skills/Abilities:

• Perform basic clerical functions and arithmetic calculations.
• Effectively communicate and collaborate across teams, departments, and agencies, consistently
• demonstrating strong interpersonal skills and a high level of customer service
• Work effectively with people from diverse backgrounds
• Be highly organized and able to work effectively with multiple tasks and competing priorities.
• efficiently organize work and manage time.
• Operate standard office equipment and basic computer applications including but not limited to MS Office Suite
• Use English in both written and verbal form; use correct spelling, grammar, and punctuation.
• Accurately complete budgeting, financial, and statistical record keeping.
• Ability to understand and follow detailed written and verbal instructions.
• Ability to work independently, problem solve and find solutions with minimal supervision or as an
• effective member of a work team
• Meet schedules and deadlines.

Experience:

• Three years of clerical or secretarial experience

Major Responsibilities and Duties:

• Support assigned personnel in both routine and confidential areas, for the purpose of providing assistance with their administrative functions.
• Utilize customer service best practices to respond to mail, email, and phone messages in a timely manner, communicating clearly, concisely, and effectively with both internal and external constituents.
• Assist with scheduling for the Directors of Schools and the Director of College and Career Readiness.
• Participate in meetings, workshops and seminars as assigned and convey and/or gather information required to perform functions.
• Assist with the coordination of principal meetings.
• Process purchase orders and maintain accurate budgets.
• Answer phone calls for the purposes of screening calls, transferring calls, responding to inquiries and/or taking messages.
• Handle and maintain confidential documents.
• Assist other personnel in the department as may be required for the purposes of supporting them in the completion of their work activities and/or events.
• Perform other duties as assigned to ensure the efficient and effective functioning of the department.

Supervisory Responsibilities:

None

Mental Demands/Physical Demands/Environmental Factors:

• Tools/Equipment Used: Standard office equipment including personal computer and peripherals.
• Posture: Prolonged sitting; occasional bending/stooping, pushing/pulling, and twisting
• Motion: Repetitive hand motions including frequent keyboarding and use of mouse; occasional reaching
• Lifting: Occasional light lifting and carrying (less than 15 pounds)
• Environment: talking/hearing conversations, near visual acuity/visual accommodation
• Mental Demands: Work with frequent interruptions, maintain emotional control under stress.