Secretary 2/Receptionist Job at Tigard-Tualatin School District in Tigard

JOB TITLE: School Secretary 2 IMMEDIATE SUPERVISOR: Principal and/or designee FTE: 8 hours per day (6 hours Secretary 2, 2 hours Receptionist 1) Start Date: As soon as possible after hire GENERAL DUTIES SUMMARY Under the supervision of the department administrator, helps support the secretarial and clerical needs of the school, manages the attendance of high school students. 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 work in a timely fashion, properly formatted and accurate; 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 ESSENTIAL EDUCATION, SKILLS, AND CAPABILITIES Type letters, reports, forms, newsletters, handbooks, bulletins, memoranda and meeting minutes, including material of a confidential nature; write letters from rough notes or oral instructions; compose correspondence independently on routine matters not involving deviation from established policy Type instructional materials from handwritten rough drafts, oral instruction and other sources; duplicate, collates material as needed May type material that includes but is not limited to; daily bulletins, reports, general correspondence, programs, event calendars, schedules, newsletters and announcements Enter student data into computer database; employees in this position may be required to do extensive computer work Answer telephone and provides general information, relays messages, waits on students, staff, parents and general public Assist in recording general and confidential information in student files, sorts, and files, documents and records according to predetermined classifications while maintaining alphabetical index and cross-reference fields May provide students with information about various school and related activity policies and procedures, assist students in completing procedures associated with schedule changes, graduation, financial aid, college entrance tests and related activities May perform attendance tasks for students and staff as assigned Graduation from high school or completion of the GED certificate College level course work or completion from secretarial/business school preferred A current history of acquiring, skill building, computer programs, team building, workshops or seminars preferred Oregon Driver's license or ability to get to and from work in a timely manner and perform the essential functions of the position Current Medic or Red Cross First Aid Certificate Certification in medication dispensing, bee sting inoculations, and other health room standards that are required by federal, state, county and district policies(This may not be a function of this position, building determined) All employees must be able to communicate in an effective manner; employees with English as a second language must be able to communicate their need for clarification and/or interpretation of directions; employee should be willing to attend English class as requested by supervisor Understand district policies and procedures and all written and verbal communication between the school and district, home and community to meet educational standards of excellence This position may input or monitor department budget; preparing requests for purchases may be required 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 and hear The employee occasionally is required to stand, walk, sit; use hands to finger, handle, or feel, reach with hands and arms, and stoop, kneel, crouch, or crawl The employee is occasionally required to climb or balance 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 computer at the same time 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 Provide student supervision if required by specific assignment,(i.e. playgrounds, crosswalks, healthrooms, meetings, offices, field trips, sports and programs) Very busy environment with constant interruption of assignments; a great deal of interaction with students, staff and the community is part of this position responsibility TERMS OF EMPLOYMENT This is a 10 month assignment on the H 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. $23.57 per hour JOB TITLE Receptionist 1 IMMEDIATE SUPERVISOR : Principal and/or designee GENERAL DUTIES SUMMARY Represents the building by meeting and greeting the public. Meets the security needs of the building by signing in and giving nametags to visitors. Directs visitors to correct locale. Responsible for all mail room deliveries. Handles all incoming calls, fielding questions and taking message from parents, staff, and community. Maintains staff phone extension list. 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, community members as required Respect the confidentiality of administration, staff, students, and organizations of the community Train, manage and supervise student assistants Follow the proper procedures for dispensing medication and giving first aid Complete simple to complex assignments with a minimum of instruction or supervision Possess math skills to learn and adhere to the positions accounting needs including but not limited to; purchasing procedures, budget allocations, and spreadsheets Possess the computer skills to learn District computer programs and systems Possess modern professional secretarial skills to produce work in a timely fashion, properly formatted and accurate. Assignments may include but 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 or work ESSENTIAL EDUCATION, SKILLS, AND CAPABILITIES Changes bell schedules when necessary, hand-rings bells when needed; makes intercom announcements when requested Monitors security cameras Signs in visitors, gives them a badge, requests it to be returned and signs them out; maintains daily record of visitors Compiles and distributes by computer and hard copy the Daily and Weekly Bulletins Keeps a detailed and accurate school calendar for distribution on the school web page, district calendar and bulletins; all requests from staff are confirmed by this position, conflicts are returned for resubmission Building use may be a responsibility of this position, including all record keeping, and submitting forms and expenses to the district office Doing mailroom detail which includes, but not limited to, dispersal of interdepartmental, U.S. mail, including packages; keeping mail room free of clutter and posted material updated Keeping the reception area an inviting, professional space, free of clutter, litter and congregating students Performing yearly duties which include, but are not limited to, input new locker numbers for all lockers, prepare fall orientation for new students, keeping calendars updated Substitute for absent clerical positions to gain additional experience, if necessary Training substitute receptionist in phone manners and phone system High school diploma or GED equivalent One year experience in an office setting Course in computers, secretarial science preferred Oregon Driver's License, or ability to get to and from work in a timely manner and perform the essential functions of the position Accurate and appropriate business language skills are mandatory of this position. This position is the first verbal contact with our schools and as such must represent the district's educational standards of excellence. Excellent written skills for any documents presented in writing. All written material will be approved by office manager before presentation or distribution. Mathematical skills obtained with high school degree or GED will serve this position 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 Sitting for extended periods of time at a computer station Answering phones constantly throughout the day Constantly getting up and moving about, caring for students, greeting visitors, etc. Being exposed to sick students and staff Lifting and carrying light weight supplies and equipment (occurs frequently) Lifting and carrying medium weight supplies and equipment (occurs seldom to often) Supervise students on occasion in inclement weather Large high school office setting. Very busy environment with constant interruption of assignments Various departments throughout the building with constant interaction needed 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 This is a ten month assignment on the G 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 responsibilites and skills. $22.45 per hour This job description is not intended to be and should not be construed as an all inclusive list of all the responsibilities, skills, or working conditions associated with the position. While it is intended to accurately reflect the position’s activities and requirements, the administration reserves the right to modify, add or remove duties and assign duties as necessary that still reflect the essential functions of the department. #J-18808-Ljbffr