Head Secretary (Shs)

JOB DEFINITION:
The Head Secretary assists the Principal in the management of daily operations by providing secretarial and organizational services. The scope of the responsibilities for the Secretary vary. The majority of this employee's time is spent in contact with people which requires public and human relations skills, flexibility of nature and effective oral and written communication skills. The Secretary must use current office equipment which includes computers, copy machines, and automated telephone/intercom systems; basic bookkeeping and accounting skills are also required. The Secretary serves as the primary contact person for students, parents, district staff and community members. This position requires the use of independent judgment in the absence of the administrator to deal with a variety of unanticipated problems and concerns. The Secretary works under the supervision of the Principal.
ESSENTIAL JOB FUNCTIONS:

1. Assist the administrator in development of office procedures and assure office management and support services are provided by scheduling and distributing the workload among all available office staff.
2. Maintains accurate accounting records for school trust and agency account and meal accounts, including receiving funds, making deposits, writing checks and preparing monthly bank reconciliation reports.
3. Substitute management; including, but not limited to, monitoring and reconciling substitute assignments in a web based system as well as substitute orientation.
4. Coordinates and trains student assistants, and office substitutes.
5. Maintains office supplies and payroll/leave information, as well as numerous other office records. Orders, receives, distributes and inventories school supplies.
6. Assures personal, confidential secretarial services to the Principal and other administrative staff by composing, typing, and distributing correspondence, maintaining a calendar and a schedule of events, collecting timesheets, and maintaining files.
7. Ensures positive efficient services are provided to students, staff, and community, for example, enrollment of new students, providing directions and building tours, dispensing of medication, providing first aid, coordinating building use by non-school groups, defusing potentially volatile situations, and responding to requests for information.
8. Initiates and answers telephone calls which include interviewing callers, furnishing desired information or referring callers to proper authority.
9. Writes letters and memoranda from rough draft, notes or oral instructions.
10. Collects data from office records for use by administrators/supervisors.
11. Serves as information liaison between the supervisor, other administrators, teachers, district office personnel and the general public.
12. Sorts and determines the routing of mail.
13. Answers questions and provides information which requires a thorough knowledge of the district.
14. Fulfills working conditions and physical effort listed below.
15. Responsible for maintaining school inventory.
16. Distributes and tracks building keys.
17. Fulfills other duties, as assigned.

SUPERVISORY RESPONSIBILITIES:

1. Assigns duties of office staff and supervises students assigned to the office.
2. Provides training for office staff newly assigned to the position and provides daily direction.

WORKING CONDITIONS:
Climate controlled office setting with temperatures ranging from mild to moderate cold/heat. Exposure to noise levels from moderate to loud and occasional to frequent time periods. Confidentiality is a top priority for this position. The tasks require extreme accuracy and concentration, but the employee works with continual interruptions. The position works under tight, inflexible deadlines.
PHYSICAL REQUIREMENTS:
Physical abilities include frequent reaching, item manipulation via hands and/or fingers, talking and hearing. Mobility to work in a typical office setting and use standard office equipment, stamina to remain seated and maintain concentration for an extended period. Hearing and speech to communicate in person or over the telephone.
Vision: Frequent near acuity; occasional far acuity. Vision to read printed materials, computer screens and/or other monitoring devices.
Strength: Sedentary/Medium - Exert force to 10-25 pounds frequently, and up to 10 pounds constantly or a negligible amount of force frequently to lift, carry, push, pull or move objects.
KNOWLEDGE, SKILLS AND ABILITIES:
Knowledge:

• Current office practices, procedures, communication and equipment.
• Budget practices, as related to purchase orders and student accounts.
• Rules, regulations, procedures, functions and policies of the district.
• Office management principles.
• Filing and record keeping systems.
• Student behavior and methods to assure proper conduct.
• Safety practices.
• Familiar with school telephone and intercom systems.

Skills and Abilities:
Possess the physical ability to regularly attend work and fulfill the essential functions of the position, with or without reasonable accommodation.

• Multi-task in a high volume, busy school office setting.
• Plan, organize, prioritize, and complete work assignments in a timely and efficient manner.
• Perform clerical work involving self-initiative and the use of independent judgment, decision-making and problem solving.
• Research information and compose memos, letters and other correspondence for self or an administrative superior.
• Understand and apply department and district policies and procedures.
• Establish and maintain effective working relationships with those contacted in the course and scope of work.
• Communicate clearly and concisely, both orally and in writing, with a wide range of people.
• Organize and complete complicated clerical tasks.
• Organize fiscal records, electronic ledgers, and numerous data.
• Proficient using various software programs (Google Suite, including docs and spreadsheets, Microsoft Word & Excel, Office Suite, MealTime, Pentamation, Quickbooks, Canvas, eSchool, PowerSchool).
• Accurately transfer, record and convey information, materials, and money.
• Compile information, maintain extensive records and prepare reports.
• Multi-task with the ability to adapt quickly to changing situations.
• Analyze situations carefully and adopt effective courses of action.
• Work effectively in a team environment.
• Abide by confidentiality requirements in all matters relating to staff, students, and families.
• Adhere to the federal requirement for a drug-free workplace.
• Hold a valid first aid card.
• Learn to deal with bodily fluids.

EDUCATION AND EXPERIENCE:
Any combination of experience and training that would provide the required knowledge and abilities is appropriate. A representative way to obtain the required knowledge and abilities would be:
High school diploma and three years of progressively responsible secretarial experience in a sophisticated office setting. In-depth knowledge of work-related school district policies and practices is preferred. Possession of or ability to obtain First-Aid card. Cardiopulmonary Resuscitation (CPR) certification preferred.
The position requires working knowledge of several technical procedures or work activity areas and ability to teach them to others. Job learning time may range from six to twelve months; job proficiency can be acquired in twelve to twenty-four months.
Posted Inside: 03/18/2024
Posted External: 04/01/2024
Closing Date: 04/05/2024
If a sufficient number of qualified applications are received this recruitment may close early.
Current Staff Application Requirements:

• TalendEd Recruit and Hire Internal Application & Letter of Interest

Outside Application Requirements:

• Application (thru TalendEd Recruit and Hire)
• Letter of Interest
• Resume
• Copy of Transcripts, if applicable
• Copy of Certification, if applicable

Salary: Per Classified Bargaining Agreement
For More Information: Contact Patrick Schrader, SHS Principal.
Reasonable accommodations for the application and interview process will be provided upon request and as required in accordance with the Americans with Disabilities Act of 1990 and the Americans with Disabilities Act Amendments Act of 2008 (ADA). Individuals with disabilities may contact Human Resources at 971-261-6975 for additional information. Speech/Hearing impaired persons may contact the district for assistance through the Oregon Telecommunication Relay Service at 1-800-735-2900 or 711.
Equal employment opportunity and treatment shall be practiced by the district regardless of race, color, religion, sex, disability, age, sexual orientation, gender identity, national origin, veteran status, or genetic information if the employee, with or without reasonable accommodation, can perform the essential functions of the position.