2024-2025 Director Secretary - Technology Services - Full-Time (8.0 hpd - 261 days per year) - Technology Services Building

Springfield Public Schools seeks outstanding candidates for the position of Director Secretary in the Technology Services Department. This position provides high level administrative support to the departmental director including matters of a confidential nature while handling daily work pressures requiring constant concentration to a volume of work which must be completed within a limited period of time. This position oversees all of the offices administrative activities such as creating reports analyzing administrative operations and strategies in order to suggest and implement improved work methods and systems.

Springfield Public Schools is committed to the academic success of all students and clearly recognizes the importance of technology as an integral part of teaching and learning to meet this goal.

The 21st century will require children to live learn and work in environments vastly different from the traditional classrooms they currently encounter. in order for students to be prepared for the demands of this new era classrooms and schools need to reflect the changes in philosophy teaching methods environment and equipment which are necessary for students to be competative and productive in the information and communications age. Oregon Educational Technology Plan

Business leaders are increasingly calling for graduates who are more fully prepared for 21stcentury careers and workplaces that are more dependent upon technology than ever before.

National and state technology standards now call for the use of technology and digital tools to help teach students creative thinking and problemsolving skills; how to gather evaluate validate and use information; how to conduct research; and how to communicate and work collaboratively.

Springfields educators and technology staff are constantly seeking new ways to implement technologyrich projects into the curriculum. A keystone of the districts strategy is a 1:1 ratio of students per computer device.

Essential Functions

Essential duties of this position include the following. Employees in this position perform some or all of the following tasks. Other duties may be assigned.

• Provides administrative support to assigned administrator(s) including but not limited to preparation of presentations budget minutes data tracking calendar management travel arrangements and correspondence.
• Manages purchasing supply inventory supply/material orders receives and facilitates returns.
• Assists in the preparation of and monitoring of departmental budgets and notifies Administration of any inconsistencies.
• Maintains systems for accurate and current records in accordance with District state and auditor guidelines and/or policies.
• Performs a variety of administrative tasks including greeting stakeholders answering telephones routing calls or messages to appropriate staff and operating general office machinery including photocopy machines computers fax machine typing proofreading filing sorting and handling incoming and outgoing mail.
• Completes a high volume of computer work using District computer programs to input high volumes of data with speed and accuracy including confidential data in an environment with constant interruptions.
• Schedules meetings conferences and programs as required including creating schedules contacting all invited parties preparing agendas informational correspondence arranging for catering and distributing materials to all parties.
• May assist with processing incoming and outgoing records according to procedural guidelines and policies.
• Maintains working knowledge of specialized terminology District programs policies procedures rules and forms.
• Provides historical reference by defining procedures for retention protection retrieval transfer and disposal of records.
• Maintains office efficiency by planning and implementing office systems layouts and equipment procurement.
• Designs and implements office policies by establishing standards and procedures; measuring results against standards; making necessary adjustments.
• Assists with annual budget; scheduling expenditures; analyzing variances; initiating corrective actions.
• May prepare and make bank deposits on a weekly basis reconciles and receipts all accounts receivable.
• Serves as backup for other office personnel and departments as needed.
• Completes appropriate logs forms and paperwork as required.
• Serves as liaison between administration personnel and community as appropriate.
• Coordinates and maintains all administrative procedures processes operations and ensures compliance.
• Maintains timesheet and payroll systems for employees.
• Manages and completes special projects as assigned.
• Other related duties may be assigned.

Minimum Qualifications

Education

• Associates degree or higher (attach diploma) or the equivalent*; AND
• High School diploma or General Education Diploma (GED).

*Associates Degree education equivalency equals two (2) years of increasingly responsiblework experience for each full year (36 credit hours 24 semester hours) of college. Workexperience must be in an office setting reasonably related to Public Education.

Experience:

• Two (2) years of office management or related experience or five (5) years of increasingly responsible closely related work experience (minimum experience requirements are in addition to Associate Degree equivalencies).

Certificates Licenses Registration & Other Requirements

• Ability to obtain a valid First Aid/CPR card and pass SafeSchools training modules as assigned.
• Criminal Justice Fingerprint/Background Clearance

Desired Qualifications

• Prior office management experience in a public education setting.

Knowledge Skills & Abilities (May be acquired through education training and/or experience.)

Knowledge of: District policies and procedures; Federal /State legislative bills policies and procedures modern office practices and procedures; letter writing correct language usage; receptionist telephone and record keeping/filing systems; computer hardware and software programs and their usage; modern office equipment; safety and first aid practices and procedures.

Skills to: manage supply inventory track budget expenses delegate workflow and staffing manage office processes including office standards and promotion of process improvement; proficiently utilize Microsoft Outlook Web App Office Word Excel and PowerPoint; proficiently utilize Adobe Acrobat Document Creator and Google Suite.

Ability to: understand and apply District and school policies and procedures; understand and apply Federal/State legislative bills policies and procedures; greet stakeholders; maintain appropriate office appearance and attire; maintain regular and acceptable attendance and punctuality as set forth in Board policy; provide information pertaining to area and/or District/School policies procedures and other pertinent information; operate maintain and arrange for repair various office/school equipment; establish and maintain cooperative working relationships with those contacted during the course of work and from diverse backgrounds; interacts thoughtfully and courteously with students staff parents and community members and resolves conflict in a professional manner; maintain records; utilize keyboarding skills commensurate with the required functions for this position; communicate effectively both orally and in writing; utilize appropriate grammar and spelling when corresponding make mathematical calculations accurately; follow oral and written instructions; accurately research various information and prepare related reports.

Work Direction Lead & Supervisory Responsibilities:

No assigned permanent staff to supervise. May train and provide work directions as directed by supervisor to appropriate staff and volunteers.

Physical Effort

While performing the duties of this job the employee is regularly required to talk or hear. The employee is frequently required to walk stand sit use hands for fine manipulation handle or feel and reach with hands and arms. The employee is occasionally required to stoop kneel crouch or crawl. The employee must regularly lift and/or move 25 pounds and occasionally maneuver up to 50 pounds. Specific vision abilities required by this job include close vision distance vision ability to adjust focus and peripheral vision.

Working Conditions

Normal office environment. The employee may be exposed to bodily fluids bloodborne pathogens sick and/or contagious students. The employee may be exposed to toxic chemicals (for disinfecting) and outdoor weather conditions. May be required to travel to attend various workshops seminars committees meetings and organizations.

Required Experience:

Director