What are the responsibilities and job description for the School secretary position at Oregon Public Schools?
Primary Location : St. Helens High School
Salary Range $17.40 - $23.51 / hour
Shift Type : 1.0 FTE / 8 hours a day
When applying, please include the following :
On-line application
Resume'
Cover letter
Current letters of reference
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St. Helens School District
Job Description
SECRETARY - Attendance
Reports To : School Principal
FLSA Status : Non-Exempt
JOB SUMMARY
Under the supervision of the assistant principals, performs secretarial and receptionist duties. The person in this position is required to facilitate problem solving for sensitive issues regarding student attendance, truancy and discipline issues and to maintain all such records.
Extensive and responsible parent and student contact is an essential and very substantial requirement of this position. Requires extensive public relations, good judgment, and confidentiality.
ESSENTIAL DUTIES AND RESPONSIBILITIES
Essential duties of this position include the following. Employees in this position perform some or all of the following tasks.
Other duties may be assigned.
Provide administrative support to school staff and assist head secretary as requested.
Perform general office duties including answering multi-line phones, greeting the public, typing, filing, sorting and handling incoming and outgoing mail.
Greet parents, students and staff in main office and direct as appropriate providing guest badges, bus passes, etc.
Follow and administer medical protocols for students and provide first aid to staff and students and maintain an accurate log of distribution consistent with District policy(ies).
Inventory and order office supplies for the office and school staff.
Complete computer data entry work, using District computer programs, to input a high volume of data with speed and accuracy, including confidential data, in an environment with constant interruptions.
Maintain accurate student records including daily attendance records (truancy, tardies, excuses, parent notifications, auto dialer and reporting), check-in / check-out, status (enrolling, withdrawing, etc.
and updating student database as required. Fulfill requests for student records by phone and written correspondence.
Schedule building use complying with District policy(ies) and coordinate with other staff and community. Maintain high school events calendar and communicate to all parties involved.
Prepare weekly, monthly, and yearly calendars.
Prepare weekly school calendar with school events, duty and class schedules.
Supervise students in main office area.
Appropriately maintain and secure confidential records and inquiries. Professionally represent the school and the District in interactions with parents, community, staff, and students.
Maintain appropriate certifications and training hours as required.
Comply with applicable District, state, local and federal laws, rules and regulations.
Attend work regularly.
MARGINAL DUTIES AND RESPONSIBILITIES
Marginal duties of this position include the following. Employees in this position perform some or all of the following tasks.
Other duties may be assigned.
Troubleshoot office machinery (copy, fax, postage meter etc.) coordinating maintenance and supply inventory.
Serve on building and district committees and councils.
Coordinate travel and assist with other administrative needs.
Update school bulletin boards and calendars.
Report issues to authorities as necessary, animal control, suspicious activity etc.
SUPERVISORY RESPONSIBILITIES
This position may supervise volunteers and student aides. All school employees have some responsibility for supervising students and assisting in maintaining a safe environment.
QUALIFICATIONS
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
High school diploma or General Education Diploma (GED) and one year related experience in typing, general clerical and / or training or equivalent combination of education and experience.
Ability to accurately enter and retrieve computerized data. Prior successful experience working in a school setting strongly preferred.
Works well with others from diverse backgrounds. Focuses on solving conflict; maintaining confidentiality; listening to others without interrupting;
keeping emotions under control; remaining open to others' ideas and contributing to building a positive team spirit. Demonstrated ability to successfully work with children and public.
Ability to communicate fluently verbally and in writing in English. Ability to respond to common inquiries or complaints from students, parents, staff, regulatory agencies or members of the community.
Ability to read and interpret documents such as safety rules, operating and maintenance instructions and procedure manuals.
Ability to prepare general correspondence.
Ability to add, subtract, multiply and divide in all units of measure, using whole numbers, common fractions and decimals.
Ability to compute rate, ratio and percent and to draw and interpret bar graphs.
Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.
General knowledge of computer usage and ability to use standard school software, internet software, e-mail, spreadsheets and word processing software.
Ability to proficiently use the following programs strongly preferred : Infinite Visions, MS Word, Excel, Outlook and ESIS.
Ability to type accurately and proficiently.
Ability to appropriately communicate with students, teachers, parents and members of the community. Ability to exercise good judgment and work in an environment with constant interruptions.
Certificates as determined by the District including valid first aid / CPR card, medication dispensing certification, EPI Pen certification, bloodborne pathogen training and blood spill training.
PHYSICAL DEMANDS
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.
While performing the duties of this job, the employee is regularly required to talk or hear. The employee is frequently required to walk;
sit; use hands for fine manipulation, handle or feel and reach with hands and arms using a keyboard and video display terminal.
The employee is frequently required to stand and stoop, kneel, crouch or crawl. The employee must regularly lift and / or move up to 10 pounds and occasionally up to 25 pounds.
Specific vision abilities required by this job include close vision.
Work Environment
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
The work environment is in an elementary school that combines standard office setting including standard office equipment (fax, copier, phone, computer, 10-key, etc.
with the standard school setting. The noise level in the work environment is usually low to moderate and occasionally high.
May be exposed to bloodborne pathogens.
OTHER
Note : This is not necessarily an exhaustive or all-inclusive list of responsibilities, skills, duties, requirements, efforts, functions or working conditions associated with the job.
This job description is not a contract of employment or a promise or guarantee of any specific terms or conditions of employment.
The school district may add to, modify or delete any aspect of this job (or the position itself) at any time as it deems advisable.
Just a few facts about some of our benefits :
Time Off : All regular / full time employees are allowed two (2) days of discretionary leave during the school year. The District shall allow each full time employee ten (10) days' sick leave at full pay during each school year or one (1) day per month employed, whichever is greater.
Sick leave not take shall accumulate for an unlimited number of days.
Holidays : Holiday pay shall be granted to regular / full time employees for the following listed categories : 10 & 11 month employees : Labor Day, Veteran's Day, Thanksgiving, Christmas, New Year's Day, Martin Luther King Day, President's Day and Memorial Day
12 month employees : July 4th, Labor Day, Veteran's Day, Thanksgiving, Christmas, New Year's Day, Martin Luther King Day, President's Day and Memorial Day Exception : Custodians will have the day after Thanksgiving in lieu of Veteran's Day.
Juneteenth will be a non-contract, non-paid day for all classified employees.
Health Insurance :
The District agrees to pay the medical, dental, vision and life insurance CAP amounts listed below. The employee will be responsible to pay the remaining through a payroll deduction :
2024-2025
Employee Only : $685
Employee Plus Spouse : $1,443
Employee Plus Children : $1,271
Family $2,033
Last updated : 2024-09-25
Salary : $17 - $24