Beaverton, Oregon
Secretary II Job Opening in Beaverton, Oregon - SECRETARY II
Purpose:
The Secretary II performs a variety of standardized and routine secretarial, clerical, and office tasks such as preparation of correspondence, forms and reports, gathering necessary data or transcribing from verbal or mechanical dictation, typing, receptionist functions, data entry and posting duties, and establishing and updating recordkeeping systems within well-?defined office procedures.
Independently performs varied secretarial and clerical work of a regular, routine, and recurring nature in accordance with established methods, practices, and systems with limited supervision.
Reports to : Principal, Assistant Principal, or Department Administrator
Nature & Scope:
The Secretary II works independently following standardized routines under general supervision. The Secretary II is distinguished from Secretary I by the requirement for a full range of basic secretarial and clerical skills, working knowledge of the departmental, program, building, and/or District functions and procedures. This position has greater problem solving skills required to perform the work. The nature of the work requires adherence to policies, procedures, and regulations. The incumbent interfaces and problem-?solves with school administrative staff, teachers and non-?licensed school staff, colleagues, students, and visitors. Because this job involves frequent interaction with students, the position requires a high level of professional decorum, calm, and ability to act as a role model to young people. The incumbent does not have supervisory responsibilities, but does provide guidance and direction to other office staff as well as to temporary and substitute employees.
Essential Job Functions:
Conducts oneself in the best interest of students, in accordance with the highest traditions of public education and in support of the District?s mission.
Provides secretarial and support services for supervisor and/or department staff; schedules appointments.
Performs a variety of clerical duties using basic office equipment, including but not limited to computers, word processing software, spreadsheets, various computer programs, copiers, etc.:
Ordering and preparing school or department materials
Generating computer documents and copying materials
Types and edits correspondence, forms, reports, proposals, contracts, memoranda, statistics and schedules
Transcribes from verbal, mechanical dictation, or handwritten drafts, selects appropriate formats and prepares final copy using office machines such as a computer, adding machine, photocopier and other standard office equipment.
Preparing lists and other documents, processing forms and applications
Maintaining student records and files as directed
Maintains student attendance records, supports directing building substitutes, and verifies staff attendance, as directed
Assembling materials, preparing individual profile charts, accounting for students
Making phone calls of a general nature to parents
Compiling information and materials and preparing reports as requested
Completes regularly recurring reports; compiles and verifies data from varied sources and makes summary reports as required. May involve routine mathematical calculations and tabulations in accordance with established methods.
Processes requisitions ensuring proper approvals. Collects building funds, records appropriately, and prepares for deposits. May purchase office supplies and equipment for the
Establishes, maintains and updates files, lists, records, and logs on computerized and manual record keeping systems; verifies and inputs data specific to area of assignment; searches files and records for readily identifiable information as directed.
Greets and assists the public, District staff and other agencies by phone or in person by providing information of a general nature as authorized from sources such as published directories and procedures, calendars of events and staff schedules. Refers inquiries/visitors to appropriate department or individual when necessary.
Assists students by answering questions, providing proper examples, and offering general guidance.
Assists with health room needs. Has the ability to obtain a First Aid and/or CPR card and serve as a designated First Aid Provider.
Sorts and distributes mail according to general knowledge of department activities and programs.
Provides assistance with meetings and workshops by reserving meeting sites, making arrangements for refreshments, preparing the agenda, and notifying the appropriate people; attends the meetings, takes minutes, and types and distributes minutes; maintains all pertinent records for meetings and workshops.
Provides logistical support to staff by monitoring staff location and calendars.
Receives incoming calls on a multi-?line telephone and routes calls to appropriate individuals or departments.
Attends training courses as required.
Works with accuracy and attention to detail to meet deadlines.
Understands and executes oral and written instructions, policies, and procedures.
Maintains confidentiality.
Maintains effective working relationships with other members of the secretarial staff, school personnel, students, and parents. Effectively works and communicates with students, parents, and staff from diverse cultures or backgrounds including those who speak limited or no English.
Complies with all procedures outlined in the Code of Professional Conduct and Annual Notices for Education Practitioners, Teachers, Support Staff, Administrators, Substitutes Handbook , other Beaverton School District policies and procedures, and all required District and department training.
The statements contained above reflect general details as necessary to describe the principal functions of this job but should not be considered an all-?inclusive listing of work requirements. Individuals may at times perform other duties as assigned which could include work in other functional areas to cover absences or relief, to equalize peak work periods or otherwise to balance the workload.
Required Qualifications:
Must possess high school diploma, or G.E.D.
One year of general secretarial experience or any combination of education and experience which would provide the applicant with the desired skill, knowledge, and ability required to perform the job and required tasks.
Must read, understand, and follow multi-?step written and verbal instructions in English.
Must be able to perform basic math calculations.
Upon hire, must demonstrate understanding of basic health and safety standards to comply with District and State regulations and must demonstrate an understanding of safety practices and procedures.
Must demonstrate flexibility to changing working environments.
Additional Requirements Specific to this Position:
Must be able to pass a criminal background check.
Must possess a valid Oregon or Washington driver's license.
Must possess uncorrected or corrected visual acuity of 20/40 in both eyes.
Working Conditions:
The Secretary II works primarily within an office setting and other areas of the school building where students may congregate. Requires regular focus on a computer screen as well as manual finger and hand dexterity. Required to work at a computer, write, hear, and speak for extended periods.
The incumbent must be able to stand and/or walk for long periods of time. The incumbent must be able to observe multiple students across multiple physical spaces and attend to individual student?s needs while ensuring that other students are not unattended. The incumbent will need to walk quickly at times, and assume various physical postures associated with their daily work and caring for students, including:
Sitting
Standing
Pushing and pulling
Lifting up to 20 lbs.
Bending, stooping, twisting, kneeling, reaching
Speaking and hearing often in a noisy environment
Potential exposures include, but are not limited to: blood-?borne pathogens; ill or injured students; aggressive students; agitated students or parents. The position involves high level of interaction with children from multiple and diverse backgrounds, many of whom have particular or unique physical and affective needs. Occasional attendance at meetings or activities outside of the normal worksite may be required.
Work Year : 180 days, 185 days, 210 days
Bargaining Unit : OSEA
FLSA Status : Non-?Exempt
Date Approved : February 10, 2016
Date Revised : February 10, 2016
Please send your resume, 3-5 reference letters for our review with your completed Job Application that can be found on our website.
Job Type: Full-time
Required education:
High school or equivalent
Required experience:
secretarial: 1 year
Required language:
Spanish
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