Secretary 2Receptionist

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 positions 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 professionalreports 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 Drivers 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 positionbuilding 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 and 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 theHrange 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. $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 Drivers 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 districts 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

The physical demands described here are representative of those that must be met by and 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.

• 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 theGrange 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 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:

Junior IC