Administrative Secretary
4 weeks ago
About the District
Springfield Public Schools is located in Springfield, Oregon, in the heart of the Willamette Valley, and serves 185 square miles of the city of Springfield and East/Central Lane County. We are directly to the East of Eugene, where the University of Oregon is located. We currently have about 10,000 students, 1,400 staff members and over 650 teachers in our kindergarten through grade 12 school district. Springfield Public Schools believes student success is our most important outcome. The success of our students depends on the collective community coming together to support Every Student, Every Day throughout their K-12 education.
Position Summary
The Administrative Secretary performs a variety of complex and diverse clerical work requiring this position to plan, organize, and provide direction & control while using independent judgement and a thorough knowledge of modern office and clerical procedures and practices. This position coordinates and manages the daily operations and functions of the school/building office by providing assistance, training (as appropriate) and directions/information to stakeholders in order to assist in the facilitation and operation of the school/building. This position coordinates and manages school/building level student information systems, open enrollment, registration, grade/transcript reporting, school and building budget management and reconciliation, supply/curriculum inventory and ordering. In addition, this position provides technical assistance and information to students, staff and the public.
Essential Functions
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.
Provides administrative support to Administrator.
Performs a variety of administrative tasks, including greeting stakeholders, answering door buzzer, building radio, telephones, routing calls or messages to appropriate staff and operating general office machinery including photocopy machines, computers, fax machine, typing, proofreading, filing, sorting, and handling incoming and outgoing mail.
Ensures that substitute teacher requests are made and completes required paperwork when current teachers are absent.
Processes incoming and outgoing records according to procedural guidelines and policies.
Coordinates student registration/orientation, student forecasting, and student scheduling processes.
Assists in budget preparations as requested.
Maintains an accurate inventory system, orders, receives, and facilitates returns.
Prepares and makes bank deposits on a weekly basis, reconciles and receipts all accounts receivable.
Maintains building calendars coordinating and scheduling as appropriate.
Processes purchase and work orders for building.
Coordinates building usage/rental calendar.
Assists in coordinating school field trips (scheduling, payment, communication etc.).
Completes a high volume of computer work, using District computer programs, to input high volumes of data with speed and accuracy, including confidential data, in an environment with constant interruptions.
Schedules meetings, conferences and programs as required including creating schedules, contacting all invited parties, preparing agendas, newsletters, building informational correspondence, arranging for catering and distributing materials to all parties.
Troubleshoots office machinery (copy, fax, postage meter etc.), coordinates maintenance and supply inventory.
Maintains working knowledge of specialized terminology, District programs, policies, procedures, rules, and forms.
Completes appropriate logs, forms and paperwork, as required.
Serves as back-up for other office personnel as needed.
Maintains processes and trains staff in appropriate use of building and district forms and systems (both paper and electronic).
Leads office staff meetings as directed.
Attends in-service trainings and staff meetings as directed.
Other related duties may be assigned.
Minimum Qualifications
Education:
Associates degree or higher (attach diploma); OR
Completion of two years post-secondary study consisting of 72 credit hours, 48 semester units (attach transcripts); OR
High school diploma or General Education Diploma (GED).
Experience:
Two (2) year of increasingly responsible, closely related work experience.
Certificates, Licenses, Registration & Other Requirements:
Ability to obtain and hold a valid First Aid/CPR card and pass SafeSchools training modules as assigned.
Criminal Justice Fingerprint/Background Clearance.
Desired Qualifications
Previous experience working for a school administrator in a public school setting.
Knowledge, Skills & Abilities (May be acquired through education, training, and/or experience.)
Knowledge of:
District policies and procedures; modern office practices and procedures; highly developed letter writing, correct language usage; highly developed receptionist, telephone and record keeping/filing systems; highly developed computer hardware and software programs and their usage; modern office equipment; safety and first aid practices and procedures.
Skills to: manage supply inventory, track budget expenses, manage office processes, including office standards and promotion of process improvement; reconcile bank account(s); proficiently utilize Microsoft Outlook Web App, Office Word, Excel.
Ability to: understand and apply District and school policies and procedures; greet stakeholders; maintain appropriate office appearance and attire; maintain regular and acceptable attendance and punctuality, as set forth in Board policy; apply common sense understanding to carry out instructions; ability to problem solve by providing appropriate information and direction; provide information pertaining to area and/or District/School policies, procedures and other pertinent information; operate maintain and arrange for repair various office/school equipment; establish and maintain cooperative working relationships with those contacted during the course of work and from diverse backgrounds; maintain records; utilize keyboarding skills commensurate with the required functions for this position; communicate effectively both orally and in writing; utilize appropriate grammar and spelling when corresponding, make mathematical calculations accurately; follow oral and written instructions; accurately research various information, prepare related reports, and reconcile bank statements.
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