Secretary - ID 5755 - Administrative Assistant III - 8.0 Hours/Day For 205 Days/Year (Pro-Rated)

Job Title: Secretary

• ID 5755 - Administrative Assistant III - 8.0 hours/day for 205 days/year (pro-rated)
  Category: Secretarial/Clerical

Administrative Assistant III
8.0 hours/day for 205 days/year (pro-rated)
7:30 am

• 3:30 pm
  $22.11 - $30.68/hour (depending on experience)
  Palisades World Language School

• Bilingual Preferred (Mandarin or Spanish)*

JOB SUMMARY

The Administrative Assistant III position is a lead secretary assigned to a principal in an elementary or junior high school or a lead secretary to a department director or manager, providing secretarial, clerical and administrative assistance at a high skill level. The position acts as an office facilitator between students, parents, staff, various external agencies and the community. Position regularly and effectively works with staffing priorities and workload deadlines.

ESSENTIAL DUTIES AND RESPONSIBILITIES
Essential duties of this position include the following tasks. Employees in this position perform some or all of the following tasks. Other duties may be assigned at any time.
Demonstrates knowledge and understanding of all district policies and procedures.
Performs a variety of administrative tasks, including answering telephones, routing telephone calls or messages to appropriate staff, operating general office machinery, typing, proofreading, filing and handling all incoming and outgoing mail, parcels and other items. Screens and schedules appointments/meetings and maintains daily calendar for the administrator(s).
Composes and edits correspondence, memos, minutes of meetings, newsletters, and reports of various kinds, including detailed statistical and confidential materials; prepares materials for presentations and meetings.
Maintains and updates school/department website; coordinates with Information Technology staff to resolve issues.
Collects data and prepares reports, including employee leaves, requisitions, payroll, and budget information.
Researches materials and orders and processes requisitions for school/department.
Coordinates substitute requests using the current software program(s) and ensures coverage for absent employees daily.
Completes a high volume of computer data entry work, using district computer programs, to input a high volume of data with speed and accuracy, including confidential data, in an environment with constant interruptions. Appropriately maintains and secures confidential records and inquiries.
Maintains accurate student records electronically and in printed format including attendance records, new/transfer student registrations, student withdrawals, immunization records, student grades and transcripts and progress reports/report cards. Alerts parents and principal as necessary to address problems.
Collects and accurately records all fee payments from parents/guardians. Deposits fee payments as directed by the Principal or Department Director/Manager.
Administers general first aid and assists during medical emergencies. Assists in administering medications to students within the scope of employee training, district policy(ies) and state and federal law. Supervises ill students.
Assists students with needs, requests, discipline problems, and other physical and emotional needs.
Organizes and coordinates special events and seasonal activities, such as orientations, graduations, department trainings, staff check in/out procedures, etc.
Coordinates with facilities staff regarding custodial and maintenance building needs, including emergenc preparedness and safety procedures,keys and access cards.
Consistent, daily and punctual attendance.

NON-ESSENTIAL DUTIES AND RESPONSIBILITIES
Non-essential duties of this position include the following tasks. Employees in this position perform some or all of these tasks. Other duties may be assigned at any time.
Operates and troubleshoots various office equipment including telephones and photocopy machines.
Coordinates maintenance and orders supplies.
Assists with workload of other clerical staff as needed or required.
Attends in-service trainings, staff meetings and other meetings as assigned.
Schedules use of building(s).
Communicates information about district, school and/or departmental policies and procedures
to students, staff, parents and patrons.
Reports issues to the principal and the appropriate authorities including safety, sanitary and fire hazards, vandalism, thefts and errant wildlife.
Communicates information about district, school and/or departmental policies and procedures to students, staff, parents and patrons.
Trains new employees, substitutes, and students or community volunteers.

OTHER REQUIREMENTS
Consistently follows all applicable federal and state laws and all district policies, rules and supervisor directions.
Observes ergonomics of sedentary office work including placement of computers and monitors, and sitting alignment.
Observes proper lifting techniques and other strategies to avoid accidents and personal injury while performing job duties.
Performs other duties as assigned.

SUPERVISORY RESPONSIBILITIES
The Administrative Assistant III position may coordinate activites other clerical staff in the office. This position may provide various types of student supervision including in-office monitoring and assisting students from one to another location. All school employees have some responsibility for supervising students and assisting in maintaining a safe environment.
QUALIFICATIONS
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Education and/or Experience:
High school diploma or GED is required. An Associate Degree in a related field or two (2) years of college/university preferred; or equivalent combination of education and experience. Previous training in the administrative assistant field is preferred and three (3) years working as an office assistant or related experience is preferred. Bookkeeping/accounting and payroll experience are preferred. School-based experience is preferred.
Interpersonal Skills: Works well with others from diverse backgrounds. Focuses on solving conflict, maintaining confidentiality, listening to others, keeping emotions under control, remaining open to others' ideas and contributing to building a positive team spirit. Demonstrates the ability to remain calm and professional in an environment with frequent interruptions. Interacts with staff and students appropriately.
Language Skills: Ability to communicate English fluently both verbally and in writing, including proficiency in spelling and grammar. Ability to respond to common inquiries or complaints from students, parents, staff, regulatory agencies, vendors and members of the community. Ability to read and interpret documents including governmental regulations, safety rules and operating and maintenance instructions/ instruction manuals. Ability to prepare routine reports and correspondence with high degrees of accuracy and professionalism.
Mathematical Skills: Ability to add, subtract, multiply and divide in all units of measure, using whole numbers, common fractions and decimals. Ability to calculate rates, ratios and percentages and proportions. Ability to read and interpret various charts, bar graphs and similar visual data depictions.
Reasoning Ability: Ability to apply common sense understanding to carry out instructions furnished in oral, schedule or diagram form. Ability to deal with problems involving more than one variable.
Computer Skills: Ability to effectively use office computers and internet access for email, research, word processing, database manipulation, visual presentations and general web-based applications.
Other Skills and Abilities: Ability to exercise good judgment and work effectively in a dynamic environment.
Certificates, Licenses, Registrations: A valid Oregon Driver's License is preferred. A valid First Aid Card is required. Must have or able to obtain various certificates, licenses and/or registrations as required by federal, state or local law(s) and/or determined by the district.

PHYSICAL EXPECTATIONS
The physical expectations described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations will be made to enable individuals with disabilities to perform the essential functions.

When performing the duties of this job, the employee is regularly required to talk, see, or hear. The employee is frequently required to walk stand, sit, use fingers and hands for fine manipulation, handle or feel, reach with hands and arms and move around inside and outside of buildings.

The employee is occasionally required to, push, pull, bend, stoop, crawl, kneel and crouch. The employee must lift and/or move up to 35lbs. The employee may occasionally climb stairs or ladders. The employee must have, with or without vision correction, close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.

WORK ENVIRONMENT
The work environment characteristics described here are representative of those an employee encounters performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

The work environment is a standard school office setting. The noise level of the work environment is usually low to moderate, but occasionally high depending upon the location, the student population and current activities.

The employee occasionally will be required to supervise children during the arrival/departure and recess. The employee is occasionally exposed to wet or humid conditions and outdoor weather conditions, including seasonal heat and cold. The employee may occasionally be exposed to contagious diseases, bodily fluids and blood-borne pathogens.

The employee may be exposed to a variety of cleaning agents and some hazardous chemicals and fumes.

Special Requirements:
The person selected for this position must be able to provide: proof of college education, verify identity and employment authorization, complete a pre-employment record check and be approved by the State Department of Education after having a Fingerprint-Based Criminal History Verification completed. The selected candidate will pay $10-$20 for a set of fingerprints and $66.00 for the verification check.

NOTE: This is not necessarily an exhaustive or all-inclusive list of responsibilities, skills, duties, requirements, efforts, functions or working conditions associated with the job.

This job description is not a contract of employment or a promise or guarantee of any specific terms or conditions of employment. The school district may add to, modify or delete any aspect of this job (or the position itself) at any time as it deems advisable.

Equal Opportunity Employer:
The Lake Oswego School District is committed to being an antiracist, Equal Employment Opportunity and Affirmative Action employer. We are committed to ensuring diversity and inclusion in all aspects of recruitment, selection, and employment without regard to race, disability, gender identity/expression, sexual orientation, national origin, ethnicity, religion, veteran or military status, or any other category protected under the law. LOSD is committed to providing reasonable accommodations in our recruitment procedures for individuals experiencing a disability. If you need assistance or accommodation due to a disability, please contact us at 503-534-2000. Speech/Hearing impaired persons may contact the district for assistance through the Oregon telecommunications Relay Service at 1-800-735-2900.

Lake Oswego School District is a Drug-Free/Smoke-Free Workplace