Administrative Secretary - Full-Time - 8.0 hours per day - Guy Lee Elementary School

About the District

Springfield Public Schools is located in Springfield Oregon in the heart of the Willamette Valley and serves 185 square miles of the city of Springfield and East/Central Lane County. We are directly to the East of Eugene where the University of Oregon is located. We currently have about 10000 students 1400 staff members and over 650 teachers in our kindergarten through grade 12 school district. Springfield Public Schools believes student success is our most important outcome. The success of our students depends on the collective community coming together to support Every Student Every Day throughout their K-12 education.

Position Summary

The Administrative Secretary performs a variety of complex and diverse clerical work requiring this position to plan organize and provide direction & control while using independent judgement and a thorough knowledge of modern office and clerical procedures and practices. This position coordinates and manages the daily operations and functions of the school/building office by providing assistance training (as appropriate) and directions/information to stakeholders in order to assist in the facilitation and operation of the school/building. This position coordinates and manages school/building level student information systems open enrollment registration grade/transcript reporting school and building budget management and reconciliation supply/curriculum inventory and ordering. In addition this position provides technical assistance and information to students staff and the public.

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 Administrator.
• Performs a variety of administrative tasks including greeting stakeholders answering door buzzer building radio 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.
• Ensures that substitute teacher requests are made and completes required paperwork when current teachers are absent.
• Processes incoming and outgoing records according to procedural guidelines and policies.
• Coordinates student registration/orientation student forecasting and student scheduling processes.
• Assists in budget preparations as requested.
• Maintains an accurate inventory system orders receives and facilitates returns.
• Prepares and makes bank deposits on a weekly basis reconciles and receipts all accounts receivable.
• Maintains building calendars coordinating and scheduling as appropriate.
• Processes purchase and work orders for building.
• Coordinates building usage/rental calendar.
• Assists in coordinating school field trips (scheduling payment communication etc.).
• 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 newsletters building informational correspondence arranging for catering and distributing materials to all parties.
• Troubleshoots office machinery (copy fax postage meter etc.) coordinates maintenance and supply inventory.
• Maintains working knowledge of specialized terminology District programs policies procedures rules and forms.
• Completes appropriate logs forms and paperwork as required.
• Serves as back-up for other office personnel as needed.
• Maintains processes and trains staff in appropriate use of building and district forms and systems (both paper and electronic).
• Leads office staff meetings as directed.
• Attends in-service trainings and staff meetings as directed.
• Other related duties may be assigned.

Minimum Qualifications

Education:

• Associates degree or higher (attach diploma); OR
• Completion of two years post-secondary study consisting of 72 credit hours 48 semester units (attach transcripts); OR
• High school diploma or General Education Diploma (GED).

Experience:

• Two (2) year of increasingly responsible closely related work experience.

Certificates Licenses Registration & Other Requirements:

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

Desired Qualifications

• Previous experience working for a school administrator in a public school setting.

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

Knowledge of:

District policies and procedures; modern office practices and procedures; highly developed letter writing correct language usage; highly developed receptionist telephone and record keeping/filing systems; highly developed 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 manage office processes including office standards and promotion of process improvement; reconcile bank account(s); proficiently utilize Microsoft Outlook Web App Office Word Excel.

Ability to: understand and apply District and school policies and procedures; greet stakeholders; maintain appropriate office appearance and attire; maintain regular and acceptable attendance and punctuality as set forth in Board policy; apply common sense understanding to carry out instructions; ability to problem solve by providing appropriate information and direction; 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; 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 prepare related reports and reconcile bank statements.