Secretary (8 Hours) at Centennial Middle School

1 month ago

Portland, United States Centennial School District 28J Full time
POSITION: Secretary

LOCATION: Centennial Middle School

HOURS: 8 Hours Per Day (8:00am - 4:30pm)

CALENDAR: 223 Days Per Year; August - June (will be prorated based on start date)

SALARY: $20.12 - $27.85 Per Hour (Range D)

BENEFITS: PERS, Medical, Dental, Vision, Optional Insurances, Paid Leaves, Holiday Pay, etc.

START DATE: December 9, 2024, or when filled

APPLICATION DEADLINE: Open until filled

JOB PURPOSE STATEMENT(S): The position of Secretary is for the purpose/s of performing a variety of general secretarial and related clerical duties for an assigned office or administrator. Secretaries perform general secretarial, receptionist, and/or production typing work. Knowledge of program area can be learned on the job. This class is distinguished from the clerical classes by the increased responsibility for proficiency in typing a full range of documents, including letters, reports, narratives, statistical tables, and charts; by the increased responsibility for public contact associated with the coordination and scheduling of activities; and by the increased level of direct secretarial support for an administrative official. The secretary receives general supervision from an assigned supervisor, and may receive technical and functional supervision from higher level office support personnel. Work methods are usually left to the judgment of the employee, within well established policies and procedures. Work is performed without close or regular supervision. Supervisors provide instructions for new assignments. Work is reviewed occasionally while in progress and upon completion.

ESSENTIAL JOB FUNCTIONS:
  • Provide general secretarial support to an assigned office; makes appointments, schedule meetings and maintain calendars.
  • Type, proofread and process a wide variety of documents including correspondence, reports, budgets, confidential information, schedules, meeting minutes, handbooks, purchase orders, newsletters and statistical charts from rough draft or verbal instruction; transcribes information from dictaphone or similar equipment.
  • Perform receptionist work for a large office; receive telephone calls, screens calls as to appropriate person/office for routing; receives and directs office visitors; responds to general inquiries for information and assistance.
  • Initiate and maintain comprehensive records and files for specific programs such as student attendance, athletic eligibility, student discipline, free and reduced school lunches, student registration and class scheduling, and purchasing.
  • Respond to routine correspondence by composing short letters and using form letters; makes telephone calls to parents regarding student attendance.
  • Provide secretarial assistance to committees by assembling the agenda and background materials; transcribes minutes of the meetings.
  • Collect and account for monies received for school lunches and related student activities.
  • Supervise students under disciplinary detention, administers prescribed medications to students.
OTHER JOB FUNCTIONS:
  • Order and receive supplies and materials.
  • Receive and distribute mail; copy materials as necessary.
  • Locate, compile and summarize data for special projects and various reports.
  • Perform related duties as assigned.
REQUIREMENTS - QUALIFICATIONS:
  • Experience Required: Prior job related experience with increasing responsibility.
  • Skills, Knowledge and/or Abilities Required:
Skills to perform a variety of functions at a secretarial support level requiring decision making within established policies, rules, and procedures. Compose routine memos and letters for own or an administrative superior's signature. Operate a computer terminal to enter, revise, and retrieve information, and to utilize word processing capabilities. Plan, organize, prioritize and complete work assignments in a timely and efficient manner. Learn the organization and operation of assigned departments or programs, including policies, rules, and procedures. Type accurately and, depending on requirements of position, with sufficient speed to complete work in a timely fashion. Compile and maintain complex and extensive records. Communicate clearly and concisely, both orally and in writing, with a wide range of people. Clarify and apply department policies and rules. Analyze situations carefully and adopt effective courses of action. Establish and maintain effective working relationships with those contacted in the course of work, including students.

Knowledge of basic principles and practices of work organization, English usage, spelling, grammar and punctuation; basic math, modern office methods, procedures, and office equipment, including computer hardware and software.

Abilities to sit for prolonged periods, work independently, understand and carry out oral and written instructions, interact with persons of different age groups and cultural backgrounds. Significant physical abilities include, reaching/ handling/ fingering, bending/lifting up to 20 pounds, talking/ hearing conversation, near visual acuity/visual accommodation. Some positions require exposure to bodily fluids in assisting student with using rest rooms and in tending to injuries and illness.

Ability to speak a second language preferred.
  • Education Required: High School diploma or equivalent.
  • Certifications and/or Testing Required: Criminal Justice Fingerprint Clearance (applicant agrees to assume cost upon offer of employment). Some positions require possession or ability to obtain Cardiopulmonary Resuscitation and First Aid Certificate.

TERMS OF EMPLOYMENT: Salary and work year to be established by the Board.

EVALUATION: Performance of this job will be evaluated annually in accordance with provisions of the Board's Policy on Evaluation of Support Staff Personnel.

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