Administrative Assistant II - Teaching and Learning

8 hours per day/5 days per week/ 260 days per full school-year

Wages based on 2023-2024 Wage Schedule. 2024-2025 Wage Schedule to be determined.

This position serves the Molalla River School District at the District Office.

JOB GOAL: Assume responsibility to perform multifaceted office support including complex tasks that have a significant impact on district and department operations.

ESSENTIAL REQUIREMENTS: To perform this job successfully an individual must be able to execute each requirement satisfactorily. The requirements listed below are representative of the knowledge, skills, and/or abilities needed for the position. These are normally acquired through two to four years of clerical experience, preferably in an educational setting.

Ability to: use independent judgment to problem solve and make decisions; communicate effectively in English, both orally and in writing, with various stakeholders; read, comprehend, and follow oral and written instructions; research and compile information to prepare and maintain detailed departmental reports; use deductive reasoning skills to determine accuracy of data and make adjustments as needed; effectively compose correspondence and reports that are accurate and grammatically correct; plan, organize, prioritize, and complete a high volume of work in a timely and efficient manner in accordance with deadlines; maintain a high level of attention to detail; maintain high level of professionalism, ethical behavior and confidentiality especially when dealing with student and staff information; work harmoniously with others;

Skills to: use Microsoft Office Suite including Word, Excel, and PowerPoint at an expert level to complete assigned tasks; use database software including Synergy to gather and manipulate information to complete assigned tasks; type with accuracy and at a speed necessary for successful job performance; use basic accounting and math to maintain the department budget, grant reporting, and submit and process purchase orders for the department; possess language skills including composition, punctuation, spelling, and correct usage.

Knowledge of: District and Teaching and Learning department policies, procedures and operations including Oregon Department of Education statewide testing procedures and data submission;

ESSENTIAL DUTIES AND RESPONSIBILITIES:

Include the following. Other duties may also be assigned.

Perform clerical and administrative support to the Department of Teaching & Learning including:

1. Answering telephone calls, making appointments, receiving visitors, and answering inquiries or referring them to appropriate person.
2. Typing and proofreading a high volume and variety of written materials including letters, reports, and presentations from verbal instructions or written rough drafts.
3. Completing state reporting with the Oregon Department of Education to include tracking all related timelines and due dates and data entry (i.e. average daily membership (ADM), student “Opt Out” information for state testing, and Assessment and Accountability data).
4. Downloading student achievement data from various sources (i.e. DIBELS, ELP on track, OSAS).
5. Database management including login/password set up and troubleshooting, student and staff rostering, data entry and updates, and report creation and review and dissemination (Seesaw, IRLA, Acadiance/DIBELS, SMORES, Clever, The Great Body Shop, Synergy, Schoolzilla, iReady, Achieve 3000, SWIS, Cengage, etc.).
6. Using PowerPoint skills to create comprehensive presentations including visuals of graphs and charts representing statistical data.
7. Performing clerical functions which may include processing payroll records, tracking budget expenditures, conducting inventory, accumulating data for and preparing various reports, monitoring grants,
8. Coordinating meetings including sending out meeting notices and agendas, making logistical arrangements, preparing materials, and completing required follow up including typing minutes of meetings.
9. Coordinating conference registrations, travel arrangements, and expense reimbursements that are funded through the Teaching and Learning department.
10. Ordering and coordinating distribution of district teaching materials and online resources, assisting in set up of online resources for teachers and creating/processing corresponding purchase orders and invoices.
11. Serving as the primary contact person and liaison between the supervising administrator and the students, teachers, parents, staff, and general public.
12. Performing other tasks (which may require some knowledge of other job descriptions) as assigned by supervising administrator.

CERTIFICATES, LICENSES, REGISTRATIONS, BONDING, AND/OR TESTING REQUIRED:

1. High School Diploma or equivalent
2. Possess and maintain a valid First Aid card if required
3. Criminal Justice Fingerprint Clearance