Records & Scheduling Assistant - Cal Young MS (8 hr daily)

Position Summary

This is a full-time, 1.0 FTE/8 hours per day position working on the CL-10 (213 days per full school year) schedule, Mon-Fri, 7:45 a.m. - 4:15 p.m.

Performs a variety of complex and diverse clerical work requiring independent judgment and a thorough knowledge of modern office and clerical procedures and practices. Activities are typically oriented to the specialized nature of the office or function to which assigned.

Coordinates and prepares complex reports, maintains records requiring compilation and classification of varied information, performs complicated reconciliations, and maintains control functions where legal time limits and procedural requirements are critical.

Essential Functions:

1. Independent compilation of information and records pertaining to departmental needs; may involve notification of staff when certifications, licenses or other documents are invalid or about to expire; or, may involve documentation of student activity and notification of parent/teacher.
2. Maintain knowledge of federal, state and district laws and codes regarding area of assignment such as enrollment, scholarships, guardianship and tuition waivers.
3. Complete reports for state and district personnel. Maintain accurate, up-to-date records and supply administrators with correct information when necessary.
4. Compose memos and correspondence; distribute as necessary to subordinates, teachers, students and parents.
5. Process student enrollment through withdrawal records; evaluate transcripts and other documents; maintain student and teacher files, log books, ledgers, and records.
6. Use computer for data entry and assembly; retrieve documents for department use when requested. This function may involve student registration, scheduling, or performance.
7. Order departmental supplies and maintain inventory.
8. May receive, sort and distribute in-district and U.S. mail.
9. May set and enter master schedule on the computer.
10. May act as telephone and personal receptionist; screen and answer inquiries from other departments and public; relay messages.
11. Maintains regular and prompt attendance.
12. Performs other related duties as assigned.

Required Knowledge, Skills and Abilities

1. Ability to post data and make rapid and accurate mathematical calculations necessary in detailed record keeping.
2. Demonstrated competence in typing, data entry and use of standard office machines.
3. Highly developed written and verbal communication skills.
4. Ability to establish and maintain effective working relationships.
5. Ability to work independently. Respect for confidentiality.
6. Experience differentiating practices for diverse populations.
7. Ability to work effectively and collaboratively with diverse students, staff and community populations.

Minimum Qualifications

1. High school diploma or equivalent.
2. Previous training in secretarial, clerical and bookkeeping practices and procedures. Two years secretarial or clerical work including experience in data processing or EDP terminal operation.
3. Bilingual proficiency and/or multicultural experience strongly preferred.

Additional Information

Complete application in its entirety. Incomplete applications will not be accepted or processed, there are no exceptions.

We do not accept walk-in, faxed, or applications via mail. All applications must be submitted using the GovernmentJobs website. It is your responsibility to submit a complete application. Submitting an application does not guarantee any candidate an interview. Candidates are interviewed by appointment only. If you apply to more than one job, an application is required for EACH job posting.

ALL required documentation must be scanned and attached in order to submit an online application.

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 Affirmative 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. Applicants wishing to claim veterans' preference must provide the following military documents verifying their eligibility: 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.