Department Secretary - Eugene Online Academy

This is a part-time, 0.50 FTE/ 4 hours per day position working on the CL-10 (213 days per full school year) schedule, Monday to Friday from 10:00am to 2:00pm.

1. Performs secretarial duties for a school office or educational support center office. In general, the work performed is interchangeable within departments, although knowledge specific to the department assigned is accumulated by the incumbent and useful for quick, accurate accomplishment of assigned tasks.
2. The emphasis of the position is on insuring the activities of the assigned department or area function in a smooth, coordinated manner. Incumbents anticipate and prepare for deadlines, prioritize assignments, and use organizational and communication skills to free supervisor of time-consuming details.

Essential Functions:

1. Operate current office technology and equipment (e.g., computer systems, fax, copiers, etc.)
2. Type and process correspondence, memoranda, reports and handbooks from rough drafts; may take dictation or use transcription equipment.
3. Place telephone calls or write correspondence to schools, other organizations, or public to relay information from superior or respond to requests.
4. Perform receptionist duties by telephone and in person. When possible, answer inquiries regarding such topics as job openings, food services, and program enrollment applications; when necessary, direct persons to appropriate information sources.
5. Occasionally relieve other secretarial or clerical positions of reception duties during their absence; maintain general knowledge. of other areas of the building, awareness of staff activities, and current events.
6. Receive and route U.S. and district mail and messages.
7. Schedule travel, conferences, and workshops; arrange for accommodation of guests, food services, and meeting areas.
8. Gather information to complete requisitions for goods and services, purchase orders, student transfer requests, and other district forms. Type and route to appropriate destination.
9. Maintain a filing system to retain documents; discard as procedural time limitations prescribe.
10. Record financial data on a ledger system; compile, post and summarize data. Compute budget costs for departmental activities, record transactions and reconcile monthly financial statements with ledgers.
11. Build computer grids and spreadsheets to store data; enter financial, student, staff or departmental information; accumulate and save for later retrieval or printing.
12. Compile data and prepare reports as requested by supervisor.
13. Order departmental supplies from district warehouse; receive, distribute and store articles; maintain record of inventory.
14. Procure goods and services; maintain supply of publications, forms or instructional materials and keep records of filled requisitions.
15. Receive and receipt cash or checks and deposit money.
16. May compute costs and prepare billing statements. May safeguard petty cash, monitor spending and distribute to staff as required.
17. May administer assigned department functions, such as sale of bus passes, coordination of bulk mailings, or scheduling of annual bus driver physical exams.
18. In a school, may schedule and administer standardized tests.
19. Maintains regular and prompt attendance.
20. Performs other related duties as required.

1. Knowledge of the District geographic area and school locations.
2. Demonstrated competence in shorthand, typing, and use of current office technology and equipment (e.g.,computer systems, fax, copiers, etc.)
3. Ability to post data rapidly and make accurate mathematics calculations.
4. Ability to communicate with a wide variety of people and organizations in an effective and diplomatic mannerboth orally and in writing.
5. Highly developed organizational skills and ability to respond to time schedule demands. Ability to prioritizework.
6. Ability to work under pressure of simultaneous deadlines and frequent interruption.
7. Experience differentiating practices for diverse populations.
8. Ability to work effectively and collaboratively with diverse students, staff, and community populations.

1. High school diploma or equivalent.
2. Two years of experience or training in secretarial or clerical work requiring extensive public contact or interaction. Previous bookkeeping experience desirable.
3. Demonstrated ability to type 60-80 wpm with accuracy and to type from draft or transcription.
4. Bilingual proficiency and/or multicultural experience strongly preferred.

Upon offer of employment applicants must obtain a fingerprint clearance from the Oregon State Police Department and the FBI through a process authorized by the Eugene School District 4J. Applicants would be responsible for the one-time fingerprint clearance fee.

An Affinnative Action / Equal Opportunity Employer

The Eugene School District 4J does not discriminate on the basis of race, religion, ancestry, color, national origin, gender, age, disability, marital or family status, sexual orientation, gender identity in admission or access to the treatment of employment in its programs and activities as required by state and federal law. If you have any complaints, please contact the HR Department at View phone number on click.appcast.io.

It is the District's policy to provide qualifying veterans and disabled veterans with preference in employment in accordance with applicable law.

Veterans:

A copy of the applicant's Certificate of Release or Discharge from Active Duty (a federal DD Form 214 or 215), which shows character of service upon discharge OR a letter from the U.S. Department of Veterans Affairs indicating the applicant receives a non-service connected pension.

Disabled Veterans:

A copy of the applicant's Certificate of Release or Discharge from Active Duty (a federal DD Form 214 or 215), which shows character of service upon discharge AND a copy of the applicants veteran's disability preference letter from the U.S. Department of Veterans Affairs (unless the information is included on the DD Form 214 or 215).

For veterans' preference to apply, the required military documents must be submitted to the District at the time of application submission.