JOB TITLE: School Secretary 4-Middle School Head Secretary

IMMEDIATE SUPERVISOR: Principal and/or designee

FTE: 1.0 (8 hrs/day) 7:00 am to 3:30 pm

POSITION START DATE: July 1, 2023

GENERAL DUTIES SUMMARY:

Perform advanced secretarial and clerical work of considerable variety in support of the School Principal or Department Chairman. Considerable public contact is involved and employees of this class are expected to employ skill and judgment in the conduct of these contacts within established policies and procedures.

ESSENTIAL REQUIREMENTS & RESPONSIBILITIES

The essential requirements and responsibilities of this position are listed below. Employees in this position must possess the ability to perform the essential functions of the position with or without accommodation.

• Respond appropriately in emergency and crisis situations
• Make independent decisions within established guidelines and reporting structure
• Communicate sensitive information to staff, students, parents, and community members as required
• Respect the confidentiality of administration, staff, students, and organizations of the community
• Follow the proper procedures for dispensing medication and giving first aid
• Complete simple to complex assignments with a minimum of instruction or supervision
• Use math skills to learn and adhere to the position's accounting needs including, but not limited to, purchasing procedures, budget allocations, and spreadsheets
• Use computer skills to learn district computer programs and systems
• Use modern professional secretarial skills to produce properly formatted and accurate work in a timelyFashion; assignments may include, but are not limited to, correspondence, technical and professional reports, newsletters, booklets, manuals, guides, schedules and forms
• Identify potential problems in the workplace and notify appropriate personnel
• Prioritize multi-tasks from a variety of sources, ensuring timely completion
• Assist in building and maintaining an office team to support the needs of the administration and schools
• Maintain a calm professional environment during times when interruptions, disruptions, and a stressful environment interfere with the flow of work
• Spanish Preferred

ESSENTIAL EDUCATION, SKILLS, AND CAPABILITIES

• Instruction and supervision of subordinate clerical positions and student assistants may be assigned
• Assess needs of persons requesting assistance, arrange appointments or make referrals, respond to various correspondence, and process other routine and emergency matters
• Receive inquiries from the public or school departments regarding program or departmental activity and explain policy, rules, regulations and procedures within prescribed guidelines. May interpret policies and procedures
• Type letters, reports, forms, newsletters, handbooks, bulletins, memoranda and meeting minutes, including material of a confidential nature; compose letters from rough notes or oral instructions as well as independently on routine matters not involving deviation from established policy
• Take and refer messages for staff and students and act as receptionist, make meeting arrangements,disseminate information to the public regarding school activities or established policies and procedures
• Coordinate the flow and assignment of clerical and secretarial work within the office, receive andtransmit data to and from district administration, delegate some tasks related to district administration record keeping responsibilities such as basic bookkeeping. Greet and orient substitute teachers, verify all classroom teacher coverage
• Positions in this classification require the combination of education, training and experience to equal or exceed 14-16 years of education
• College level course work or completion from secretarial/business school preferred
• Two years of work in a school setting is preferred
• Experience and interest in the posted department is preferred (i.e. athletics, curriculum)
• Experience in skill building, computer programs, and team building.
• Ability to read, analyze and interpret technical journals, financial reports, and legal documents
• Ability to respond to inquiries or complaints from vendors, staff and community members
• Ability to write bid documents and department procedures
• Ability to effectively present information to top management, public groups, and/or board of directors
• Ability to work with mathematical concepts such as probability and statistical inference; apply concepts such as fractions, percentages, ratios, and proportions to practical situations
• Solve practical problems and deal with a variety of variables in situations where only limited standardization exists
• Interpret a variety of instructions furnished in written, oral, diagram or schedule form

PHYSICAL AND ENVIRONMENTAL REQUIREMENTS

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.

• The employee is regularly required to talk or hear
• The employee frequently is required to stand; walk sit; use hands to finger, handle, or feel, reach with hands and arms, climb up and down step stool, bend under desks, twist from the waist, and stoop, kneel, crouch, or crawl
• The employee must frequently lift and/or move up to 20 pounds
• Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus
• This position entails sitting at a computer terminal 6-8 hours a day, answering phone and using the
• While performing the duties of this job, the employee is occasionally exposed to outside weather
• Answer phones and take detailed messages
• Deliver messages, packages, supplies as required
• Fill and maintain machines that include, but are not limited to, copy, laminator, duplicator and fax
• If required by specific assignment, provide student supervision (i.e. playgrounds, crosswalks, health room, meetings, offices, field trips, sports and programs

EVALUATION

Performance of this job will be evaluated in accordance with the provisions in the Collective Bargaining Agreement between Tigard-Tualatin School District 23J and Oregon School Employees Association Chapter 51.

TERMS OF EMPLOYMENT

Elementary Head Secretary is a ten month assignment on the K range of the Classified Job Schedule. Middle School Head Secretary is a twelve month assignment on the K range of the Classified Job Schedule. High School Head Secretary is a twelve month assignment on the L range of the Classified Job Schedule. The assignment of the step will be in compliance with the current Collective Bargaining Agreement and range of pay is located in the current Classified Salary Schedule.

A NEW EMPLOYEE SHALL BE ALLOWED UP TO FOUR (4) YEARS OF EXPERIENCE ON THE SALARY SCHEDULE, BASED ON ACTUAL YEARS OF EXPERIENCE ON A JOB OF LIKE RESPONSIBILITIES AND SKILLS. THIS RATE WOULD BE NO HIGHER THAN $26.27 PER HOUR.