Administrative Specialist 3 (Human Resources-Hibbard)

JOB TITLE: Administrative Specialist 3

IMMEDIATE SUPERVISOR: Program Director

FTE: 1.0 (8 hours) 12 month position

START DATE: As soon as possible after hire

GENERAL DUTIES SUMMARY:

Specialists in the Administration Office provide independent competent secretarial and clerical support services to department administrator school administrators teachers students parents and other related staff and community members within established district and departmental guidelines.

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.

• Requires specific knowledge of the technical elements and procedures associated with the specific department that the position supports
• Respond appropriately in emergency and crisis situations
• Consistently makes independent decisions within established guidelines and reporting structure
• Responsibility for detailed record-keeping for a department or program.
• Establishes deadlines in coordination with other employees for when work should be completed and is primarily responsible for meeting established deadlines
• Complete simple to complex assignments with a minimum of instruction or supervision
• Consistently be able to identify and resolve problems with a minimum of instruction or supervision
• Communicate sensitive information to staff and community members as required by Board or departmental policy and procedures
• Maintain the confidentiality of administration staff students and organizations of the community
• Use math skills to learn and adhere to the positions accounting needs including but not limited to purchasing procedures budget allocations and spreadsheets
• Use computer skills to learn and effectively utilize district computer programs and systems
• Use computer skills to improve department procedures and enhance efficient operation
• Use 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
• Use correct spelling punctuation capitalization word usage and sentence construction of the English language as necessary to detect and correct errors in prepared material and to compose basic correspondence
• Operate computers other electronic office devices and the accompanying programs (word processing data base and spread sheets district assigned programs)
• Work collaboratively with a diverse staff and community
• Provide informative accurate and courteous responses to requests for information. Effectively manage regular contact with administrative and Cabinet level staff concerning work related matters.
• Prioritize tasks from a variety of sources ensuring timely completion.
• Regularly demonstrate skill in building and maintaining an office team to support the needs of the district
• Maintain a calm professional environment during times when interruptions disruptions and a stressful environment interfere with the flow of work
• Remain flexible in accepting assignments with deadlines and demonstrate ability to re-prioritize work to fit the needs of the department
• Comprehend oral and written instructions and complete work within established guidelines and timelines without detailed instructions or constant monitoring
• Seek out feedback leading to improvement of skills and performance
• Perform as a team member of the assigned department as well as for the District as a whole
• Answer phones and take detailed messages
• Assist in developing budgetary priorities order supplies and track expenditures as compared to the department budget
• Deliver messages packages supplies as required
• Troubleshoot and maintain machines that include but are not limited to copy laminator and fax

ESSENTIAL EDUCATION SKILLS AND CAPABILITIES

• Graduation from high school or completion of the GED certificate
• College level course work or completion from secretarial/business school preferred
• One year of work in a school setting preferred
• A current history of acquiring skill building computer programs team building workshops or seminars preferred
• Read analyze and interpret technical journals financial reports and legal documents.
• Respond to inquiries or complaints from vendors staff and community members.
• Communicate appropriately with students staff and community members as a representative of the District.
• Understand and 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 concrete 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 climb up and down step stool bend under desks and twist from the waist.
• The employee is occasionally required to climb or balance.
• The employee must frequently lift and/or move up to ten pounds and occasionally lift and/or move up to 30 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.
• The employee will frequently work in a very busy and potentially noisy environment with constant interruption of assignments.
• Employee will experience a great deal of interaction with staff students and the community in fulfilling the basic responsibilities associated with this position.

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 10 or 12 month assignment on the K 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.

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 positions 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.

Required Experience:

IC