Administrative Assistant I, MS - 8.0 Hrs/Day (1.0 Fte), Full Time, Perm

Position Type:

Support/Administrative Assistant/Clerical

Date Posted:

6/21/2024

Location:

Happy Valley Middle School

Date Available:

08/12/2024

Closing Date:

6/28/2024 or until filled

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Administrative Assistant I, 8.0 hrs/day (1.0 FTE), Part Time, Permanent

• The primary duties of this position are bookkeeping.*

The North Clackamas School District strives to create an inclusive environment that welcomes and values the diversity of our staff and students. We foster equity and inclusion to create a workplace environment where everyone is treated with respect and dignity.

We are most interested in finding the best candidate for the job, and that candidate may come from a less traditional background. We would encourage you to apply, even if you don't believe you meet every one of our qualifications described. If you are unsure whether you meet the qualifications of this position, or how this would be determined, please feel free to contact Human Resources to discuss your application. Preference will be given to those applicants with work or lived experience with culturally, linguistically, and racially diverse communities.

POSITION SUMMARY:

Performs in one or more of a variety of school clerical or district office support environments. Activities may include but are not limited to front office operations, reception activities, student attendance reporting, counseling services support, special education and/or district office or department support, and English language development support.

COMPENSATION:

Initial wage placement according to NCSD/OSEA Collective Bargaining Agreement.

CLASSIFIED WAGE SCHEDULE 2024-2025 JOB GROUP Step 2 Step 3 Step 4 Step 5 Step 6 Step 7 Step 8 Step 9 D 20.86 21.89 23.00 24.16 25.37 26.64 27.97 29.36

Retirement Plan Contributions

North Clackamas School District participates in the Oregon Public Employee Retirement System (PERS and OPSRP) on behalf of its employees. The district contributes the employer portion; there is also a mandatory employee portion.

Upon eligibility, which is defined as working at least six full calendar months in a qualifying position, the employee is required to contribute 6% as their employee portion, via payroll deduction. Part-time employees working at least six months and 600 hours in a calendar year will qualify.

SCHEDULE: 8:00-4:30; Subject to change, depending on department need

WORK CALENDAR: 212 days

MINIMUM QUALIFICATIONS:

Incumbents must have successful experience in working with culturally diverse families and communities, or have otherwise demonstrated a commitment to strengthening engagement of a diverse community and skill in communicating with a diverse population. Demonstrate sensitivity to the cultural, ethnic, gender, and religious diversity of students, staff, parents, and community.

• Graduation from high school or equivalent.

• Must possess basic clerical skills including typing and filing, and must possess knowledge of basic office equipment and technology and keyboarding skills of at least 40 words per minute.

• First Aid, CPR and defibrillator training may be required.

• Knowledge of general secretarial procedures including excellent grammar and proofing skills, and the ability to organize, maintain accurate and reliable records and data.

• Ability to work effectively in an environment with frequent interruptions requiring the ability to concentrate and consistently produce accurate work while responding to interruptions and changing priorities.

• Ability to interact with students, parents, staff, and community members, personally, telephonically, and through electronic communications, in a warm and confident manner.

• Initiative and ability to work with minimal direction; sound judgment and decision making capabilities are essential.

• Ability to maintain confidentiality of all school and personnel matters.

DESIRED QUALIFICATIONS:

• Bilingual and bicultural skills.

MAJOR DUTIES AND RESPONSIBILITIES (depending on specific assignment):

• Secretarial support: performs a wide range of general office administrator and clerical tasks. Prepares, maintains, and assists in disposition of files and records.
  
  Inputs, operates, and maintains electronic data bases and files as assigned. Assist in preparation and distribution of mail, bulletins, special materials. Answers telephones, directly assist or routes callers to the proper office/person, and make calls to parents and community members.
  
  Enters and updates computer records. Assists students, teachers, parents, volunteers and community members as needed. May perform bookkeeping functions in accordance to district and department policy and procedures to include but not limited to: collecting local school funds, student funds, administering impress funds.
  
  Maintains and manages student funds and records; receives money for fees, maintains collection record, verifies and balances receipts, prepares and makes bank deposits, trial balances and financial statements for transmittal to central office, keeps revolving fund records according to district standards. Coordinates with building fiscal clerk/bookkeeper when assigned. May have access to and responsibility for the use and/or reconciliation of district credit cards.
  
  Maintains building and department inventory records and supply orders; prepares requisitions, checks in merchandise, and arranges for purchase order payment; prepares budget and purchasing reports for administration and department heads as needed. Operates, maintains office equipment and is skilled in the use of such equipment, and may make service calls.

• Student Attendance/Transportation: types, maintains, files and records student registration or attendance data. Reports attendance data and refers attendance problems to the designated administrator.
  
  Answers telephone and make calls pertaining to attendance and school bus transportation coordination. Enters and updates student data in the computer. Assists students, teachers and parents with attendance questions and issues.
  
  Prepare and mail letters and forms. Processes truancy referrals by contacting students and parents.

• Student Registration: Registers all new students, making sure all appropriate paperwork and data entry is completed, all affected personnel are informed, and all information is input into the computer system.
  
  Updates, audits, and maintains accuracy of student verification/demographic forms. Ensures students live in attendance area and if not, that all required paperwork for boundary exceptions are completed and on file. Schedule enrollment related appointments and confirm attendees.

• Educational Staff Support: May assist the school counselor(s), school psychologist, school nurse, and other specialized staff by providing school program organization, secretarial and other various support services.
  
  Promotes positive public relations for the office, the school, and the district. May provide assistance with student supervision. Oversees student safety by such activities as recess and playground supervision, bus duty, crossing guard duty, hallway supervision, in-school detention, etc.
  
  May provide testing coordination, data collection and record keeping. May coordinate and process program and school field trips.

• Publication & Events Support: Secretarial support includes scheduling, publishing newsletters, planning and supporting graduation processes and materials at the secondary level and ceremonies at the school level, distributing and assisting with testing information and scheduling, and provides school orientation to students, parents, and community members.
  
  May create graphic design of digital media and print materials for the school/program. May serve as web master by monitoring, maintaining, troubleshooting and updating the school website.

• Student Records. Receives, maintains and forwards permanent student records for new and withdrawing students according to District standards.
  
  May assist with the review and processing of incoming transfer credits for evaluation according to course credit policies. Enters, updates, and maintains confidential student personnel data and computer records in accordance with district standards.
  
  Maintains security of and access to the computer data system; inputs and reports data on student attendance, grades, transcript changes, and special education programs; orders and maintains student rosters and class schedules; maintains and reports daily student enrollment and classroom counts; prepares and generates self-designed custom reports for administrators, staff, and PTA; prepares reports on ethnicity, accreditations, and class rank; maintains records with regard to inter/intra district transfers. May prepare, order, distribute, and proof information for student progress/report card; student assessment data and reporting, maintains teacher comment codes; distributes finalized student progress/report cards to teachers or mails report cards home to students.

• Scheduling and Enrollment Support. May assist counselors and administration in designing master class schedule by providing course codes for each class, teacher numbers, staff FTE, section numbers, class counts, new courses, and noted changes; distributes class registration packets to incoming students; processes information returned on student enrollment, immunization, and records; reviews conflicts and finds alternative classes; maintains data on master schedule throughout the school year. May assist with course description handbook and translates transcripts.

• Secondary ASB Support. Keep appropriate account records of ASB bookkeeping, purchase orders, invoices, and master activity calendars; prepare schedules, appointments and budget.
  
  Follow district's procedures for the procurement of supplies, equipment, printing, maintenance services, etc. Prepare monthly statements for ASB Club Advisors and coaches. Maintain athletic eligibility records and other miscellaneous duties related to athletic events.

• Health Room Management. Maintains health room in the absence of the nurse.
  
  Serves as building contact with parents/students. Performs minor first aid. Maintains health room records concerning student injuries and medications.
  
  Maintains, secures and delivers student medication according to protocols. Determines appropriate action based on protocols and evaluation. Acts as primary communication liaison with parent(s) when student is ill and communicates student attendance procedures regarding district health and safety standards. Updates nurse staff with health room information and communications.

• Production. Makes copies and/or coordinates the production of copy jobs to improve copier efficiency.

Performs other duties as assigned.

Please refer to the job descriptions for detailed information.

Applicant agrees to assume cost and arrange for FINGERPRINT-BASED CRIMINAL RECORDS CHECK upon offer of employment.

Equal Opportunity Employer/Drug Free Workplace.

North Clackamas School District policy provides veterans and disabled veterans with preferences as required by law.

The North Clackamas School District does not discriminate on any basis protected by law, including but not limited to, an individual's perceived or actual race, color, religion, sex, sexual orientation, gender identity, national or ethnic origin, marital status, age, mental or physical disability or perceived disability, pregnancy, familial status, economic status, veterans' status. The following position has been designated to handle inquiries regarding discrimination: Michelle Riddell, Title IX Coordinator, 12400 SE Freeman Way, Milwaukie, OR 97222, 503.353.6000.

For employment related information, please go to our Human Resources employment page at https://www.nclack.k12.or.us/hr/page/careers-ncsd

Attachment(s):

• 2024-25212A_DayClassifiedCalendarHighSchoolAdminAssistI.pdf
• administrative_-_school_based_5_administrative_assistant_i.pdf