Student Services Secretary

3 weeks ago

Portland, Oregon, United States Oregon City School Full time
Position Summary In collaboration with the Student Services Head Secretary, this position provides secretarial and office support for the Student Services department and assigned Student Services programs. Additionally, the Student Services Secretary provides administrative support to the Associate Director of Student Services. In this position, the use of independent judgment and decision making is sometimes required in matters not having established rules, regulations, or policies. Communication with students, staff, and the public requires the use of tact and discretion. Essential Functions 1. Acts as the first point of contact for schools and families needing assistance with obtaining information or resolving issues related to assigned Student Services programs.
2. Performs organizational functions for assigned programs, including the prioritizing of daily and long-term tasks and projects, securing confidential materials, keeping a program calendar of meetings and activities, and facilitating an efficient work flow.
3. Obtains, organizes, and transcribes student records (academic, behavioral and health) while protecting confidentiality.
4. Registers new students, assists with scheduling, and updates designated district software with new course and student information.
5. Creates permanent transcripts for students enrolled in assigned programs and keeps them current, making appropriate grade changes/ additions as directed by teachers or administrators.
6. Processes grades at grading periods, sends out report cards, posts credits to transcripts, makes adjustments for partial credits for students transitioning mid-term as directed by teacher/program coordinator, updates incomplete grades once students finish course as directed by teacher/program coordinator.
7. Forwards records of transferring students to requesting schools. As students transfer out of assigned programs, works closely with building secretaries and administrators to ensure a smooth transition for students and families.
8. Organizes and keeps current all health records for students enrolled in assigned programs, making sure immunizations are on file for each student. Follows procedures outlined by the State Department of Health.
9. In collaboration with the Student Services Head Secretary, acts as a receptionist for the Student Services department, greeting in-coming guests, answering phones, and disseminating information to students, staff, and families.
10. Primarily responsible for processing incoming and outgoing department mail and deliveries. Assists in maintaining office inventory and supply orders, and checks in supplies and materials.
11. Assists with documents, data, reports, and information in direct support of the functions and responsibilities of the department, as directed.
12. Processes all forms and follows district procedures for budget requests and acquisitions.
13. Manages orders and petty cash for assigned Student Services programs.
14. Manages breakfast food ordering and student meal accounting through Meal Time, as needed. Accepts and deposits lunch money.
15. Manages maintenance work orders for assigned Student Services programs.
16. Manages calendar and scheduling for Associate Director of Student Services.
17. Manages reservations for meeting spaces located at Barclay, as needed.
18. Represents Student Services department at Safety Committee meetings. Schedules required drills for Barclay. Primary point of contact in emergency response situations.
19. Provides supervision for students in assigned programs, as directed.
20. Reviews mileage reimbursement forms for supervisor approval.
21. Builds and maintains strong working relationships with students, families, school staff and community using a model of customer service that assures the operational program is responsive and sensitive to the needs of students.
22. Participates in department activities and meetings, as directed.
23. Maintains regular attendance and punctuality.
24. Performs other related duties as assigned. Knowledge, Skills, and Abilities 1. Able to exercise independent, sound judgment while adhering to prescribed policies and procedures and perform the essential functions of the position with minimal supervision.
2. Able to work effectively in an environment with frequent interruptions requiring the ability to concentrate and consistently produce accurate work while responding to interruptions and changing priorities.
3. Able to establish and maintain effective professional relationships and work in partnership with supervisors, other staff, students, and the general public.
4. Able to interact with students, parents, staff, and community members, personally, telephonically, and through electronic communications in a warm and confident manner, and has the ability to maintain confidentiality in all matters.
5. Skill in the use of office software for documents, spreadsheets, presentations, and databases.
6. Knowledge of general office procedures and the ability to maintain accurate and reliable records and data.
7. Able to manage urgent situations quickly and effectively.
8. Able to maintain confidentiality at all times.
9. Able to follow district policies and procedures at all times. Minimum Qualifications High School Diploma or equivalent.
A minimum of two years of experience in a related position.
Must be able to speak clearly and concisely, using proper English when communicating with staff and public, and have the ability to enunciate clearly when using radio.
Strong understanding and history of successful customer service and ability to establish and maintain effective relations with patrons and staff.
Must be able to make decisions and operate efficiently under pressure within short time constraints, including multitasking, organizing work, setting priorities, and meeting deadlines.
Successful completion of criminal history records check, as required by law. Preferred Qualifications Bilingual Spanish/English.
Experience supporting specialized programs and/or students experiencing disability.
Experience in a secondary education environment.
Able to assist with the management of a wide variety of student behaviors. NUMBER OF HOURS PER DAY: 8.0 HOURS PER DAY NUMBER OF DAYS WORKED PER SCHOOL YEAR: 215 DAYS PER YEAR HOURLY RATE OF PAY: $22.34 - $31.45 PER HOUR (RANGE 13) All applicants must apply online at: Applicants recommended for conditional employment are required to be fingerprinted and have a criminal record check at their own expense (presently $12.50 per employee). Oregon City School District is an Equal Opportunity Employer. We hire and promote without regard to race, color, religion, sex, sexual orientation, national origin, marital status, age, veteran status, familial status, genetic information, and/or disability of employee, with or without reasonable accommodations, is able to perform the essential functions of the position. Oregon City School

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