Secretary 3 Counseling Office

JOB TITLE: School Secretary 3 - Spanish Speaking Preferred

IMMEDIATE SUPERVISOR: Principal and/or designee

FTE: 1(8 hours per day)

POSITION START DATE: As soon as possible after hire

GENERAL DUTIES SUMMARY:

Under the supervision of the assigned building administrator and/or office manager this position provides the clerical secretarial and support duties of the assigned department. Position is responsible for daily attendance.

ESSENTIAL REQUIREMENTS & RESPONSIBILITIES

The essential requirements and responsibilities of this position are listed below. Employees in this position must possess the ability to perform the essential functions of the position with or without accommodation.

Respond appropriately in emergency and crisis situations
Make independent decisions within established guidelines and reporting structure
Communicate sensitive information to staff students parents and community members as required
Respect the confidentiality of administration staff students and organizations of the community
Follow the proper procedures for dispensing medication and giving first aid
Complete simple to complex assignments with a minimum of instruction or supervision
Use math skills to learn and adhere to the positions accounting needs including but not limited to purchasing procedures budget allocations and spreadsheets
Use computer skills to learn district computer programs and systems
Use modern professional secretarial skills to produce work in a timely fashion properly formatted and
Assignments may include but not limited to correspondence technical and professional reports newsletters booklets manuals guides schedules and forms
Identify potential problems in the workplace and notify appropriate personnel
Prioritize multi-tasks from a variety of sources ensuring timely completion
Assist in building and maintaining an office team to support the needs of the administration and schools
Maintain a calm professional environment during times when interruptions disruptions and a stressful environment interfere with the flow of work
Knowledge of spelling punctuation capitalization word usage and sentence construction of the English language as necessary to detect and correct errors in prepared material and to compose basic correspondence
Knowledge of current office practices and procedures
Capability of operating computers and accompanying programs (word processing data base and spreadsheets district assigned programs)
Flexibility in accepting assignments from office manager with deadlines and re-prioritizing work to fit the needs of the building
Comprehension of oral and written instructions and to complete work within established form and timelines without detailed instructions or constant monitoring
Openness to suggestions for improvement of skills and performance
Performance as a team member of the individual department and entire school
This position may be assigned substitute clerical staff to train or student assistants to monitor.
Spanish Speaking Preferred

ESSENTIAL EDUCATION SKILLS AND CAPABILITIES

Type letters reports forms newsletters handbooks bulletins memoranda and meeting minutes including material of a confidential nature; write letters from rough notes or oral instructions; compose correspondence independently on routine matters not involving deviation from established policy
Type instructional materials from handwritten rough drafts oral instruction and other sources; duplicate and collate material as needed
Type material that includes but is not limited to daily bulletins reports general correspondence programs event calendars schedules newsletters and announcements
Enter student data into computer database; employees in this position may be required to do extensive computer work
Answer telephone and provides general information relay messages assist students staff parents and general public
Assist in recording general and confidential information in student files sort and file documents and records according to predetermined classifications while maintaining alphabetical index and cross-reference fields
Provide students with information about various school and related activity policies and procedures assist students in completing procedures associated with schedule changes graduation financial aid college entrance tests and related activities
Perform attendance tasks for students and staff as assigned
May be requested to attend meetings or serve on committees outside of normal work hours
Graduation from high school or completion of the GED certificate
College level course work or completion from secretarial/business school preferred
One year of work in a school setting is preferred
Experience and interest in the posted department is preferred (i.e. athletics curriculum)
Experience with skill building computer programs and team building
Ability to read analyze and interpret technical journals financial reports and legal documents
Ability to respond to inquiries or complaints from vendors staff and community members
Ability to write department procedures
Ability to work with mathematical concepts such as probability and statistical inference; ability to apply concepts such as fractions percentages ratios and proportions to practical situations
Solve practical problems and deal with a variety of variables in situations where only limited standardization exists
Interpret a variety of instructions furnished in written oral diagram or schedule form

PHYSICAL AND ENVIRONMENTAL REQUIREMENTS

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

The employee is regularly required to talk and hear
The employee occasionally is required to stand walk sit; use hands to finger handle or feel reach with hands and arms and stoop kneel crouch or crawl climb up and down step stool bend under desks and twist from the waist
The employee is occasionally required to climb or balance
The employee must frequently lift and/or move up to 20 pounds
Specific vision abilities required by this job include close vision distance vision color vision peripheral vision depth perception and ability to adjust focus
This position entails sitting at a computer terminal 6-8 hours a day answering phone and using the computer at the same time
Very busy environment with constant interruption of assignments; a great deal of interaction with students staff and the community is part of this position responsibility

EVALUATION

Performance of this job will be evaluated in accordance with the provisions in the Collective Bargaining Agreement between Tigard-Tualatin School District 23J and Oregon School Employees Association Chapter 51.

TERMS OF EMPLOYMENT

This is a 10 month assignment on the I range of the Classified Job Schedule. The assignment of the step will be in compliance with the current Collective Bargaining Agreement and range of pay is located in the current Classified Salary Schedule.

A new employee shall be allowed up to (4) four years experience on the salary schedule based on actual years of experience on a job of like responsibilites and skills. The highest hourly rate for a new employee would be $26.61 per hour.

Required Experience:

Junior IC