Secretary to the Director of Student Services (8 Hours) at District Office

$50,232 - $69,534/Yr

Centennial Sd 28J - Portland, OR

Full-time - Entry Level

Portland, OR

Educational Services

About the position

The position of Secretary to the Director of Student Services is a full-time role located at the District Office, requiring 8 hours of work per day from 7:30 AM to 4:00 PM. This role is essential for providing confidential assistance and clerical support to the Director of Student Services, ensuring the smooth and effective operation of the department. The secretary will be responsible for ensuring compliance with financial, legal, and administrative requirements while providing necessary information and direction to staff, the public, and other school districts. The position is structured around a calendar of 260 days per year, from July to June, and the salary ranges from $24.15 to $33.43 per hour, depending on experience and qualifications. In this role, the secretary will compose various documents such as correspondence, agendas, minutes, and reports to communicate vital information to school personnel, the public, and state officials. The position requires evaluating complex situations involving district personnel and the community, taking appropriate actions, and directing inquiries to the right personnel for resolution. The secretary will also monitor assigned activities and program components, ensuring compliance with special education documentation and other state or federal programs. Additionally, the secretary will serve as the District Homeless Liaison and Foster Care Point-of-Contact, ensuring that staff are informed of requirements and that students have access to necessary services and support. The secretary will be responsible for preparing accurate and detailed materials to convey information regarding the Student Services Department and District activities. This includes processing documents, responding to inquiries from district staff and the community, and representing the Student Services Department positively in all communications. The role also involves managing spreadsheets, preparing financial documents, and assisting the Director of Student Services with various tasks, including scheduling meetings and conferences. Overall, this position is crucial for maintaining the operational efficiency of the Student Services Department and supporting the Director in fulfilling their responsibilities.

Responsibilities

• Compose documents such as correspondence, agendas, minutes, and reports to communicate information to school and district personnel, the public, and state officials.
• Evaluate complex situations involving district personnel and the community, taking appropriate action and directing inquiries to the appropriate personnel for resolution.
• Monitor assigned activities and program components to ensure compliance with special education documentation and other state or federal programs.
• Monitor workflow to maximize the efficiency of the Student Services Department and meet operational requirements and goals.
• Serve as the District Homeless Liaison and Foster Care Point-of-Contact to ensure staff are informed of requirements and students have access to services and support.
• Serve as the program secretary for the Centennial Transition Center, including monitoring payroll, budgets, and other requirements as directed.
• Prepare written, accurate, and detailed materials to convey information regarding the Student Services Department and District activities and procedures.
• Process documents and materials to disseminate information to appropriate parties.
• Respond to inquiries from district staff, community, and outside agencies to provide information and directions as required.
• Represent the Student Services Department positively in all communication with the public and staff.
• Demonstrate good judgment in the receiving and dissemination of information.
• Develop and maintain accurate files, records, budgets, and other documents.
• Manage spreadsheets for completeness and conformance to standard procedures.
• Prepare financial documents and requisitions for purchasing materials.
• Assist the Director of Student Services by providing information, data, note-taking, etc.
• Assist department personnel as required for support in the completion of their work activities.
• Arrange and schedule conferences, meetings, and appointments.
• Perform other duties as assigned.

Requirements

• Experience as a secretary in an educational setting.
• Prior job-related experience with increasing levels of responsibility.
• Skills to operate standard office equipment including basic computer applications.
• Effective use of English in both written and verbal form.
• Effective communication skills with others.
• Ability to work independently and collaboratively in a high-paced office environment.
• Knowledge of rules and regulations related to assigned functions, basic accounting, financial and statistical record keeping, and standard office equipment.
• Ability to sit for prolonged periods and understand and carry out oral and written instructions.
• Significant physical abilities including reaching/handling, lifting heavy boxes, talking/hearing conversations, and visual acuity.

Nice-to-haves

• Ability to speak a second language preferred.

Benefits

• Dental insurance
• Health insurance
• Vision insurance
• PERS
• Optional Insurances
• Paid Leaves
• Holiday Pay