Senior Administrative Secretary - Student Services (8 Hours) at Centennial District Office

POSITION:  Senior Administrative Secretary (Student Services)

LOCATION:  District Office – Student Services

HOURS:  8 Hours Per Day (7:30am - 4:00pm)

DAYS:  260 Days Per Year; July - June (will be prorated based on start date)

SALARY:  $22.04 - $30.51 Per Hour (Range F)

BENEFITS:  PERS, Medical, Dental, Vision, Optional Insurances, Paid Leaves, Holiday Pay, etc.

START DATE:  March 24, 2025

APPLICATION DEADLINE:  Open Until Filled

JOB PURPOSE STATEMENT/S:  The position of Senior Administrative Secretary (Student Services) provides assistance and clerical support to the Director of Student Services to ensure the smooth and effective operation of the department; to ensure compliance with financial, legal and administrative requirements; and to provide required information and/or direction to staff, the public and other school districts.

ESSENTIAL JOB FUNCTIONS:

• Compile and submit Oregon Department of Education (ODE) required collections data and documentation.
• Compose, process, and prepare accurate and detailed materials and documents (e.g. correspondence, agendas, minutes, reports, etc.) to communicate information to school district personnel, the public, state officials, etc.
• Demonstrate good judgment in the receipt and dissemination of information.

• Develop and maintain files, records, and budgets including:

  • Reviewing reports, files, and other documents for accuracy.
  • Managing spreadsheets for completeness and conformance to standard procedures.
  • Preparig financial documents and requisitions for purchasing materials.
• Evaluate situations to take appropriate action and/or direct to appropriate personnel for resolution.
• Process and monitor requests related to the Student Information System (SIS) specifically related to Student Services (e.g. Special Education, 504, early childhood enrollment, Average Daily Membership (ADM) for students in out-of-district placements/options).
• Manage Student Services databases.
• Monitor assigned activities and/or program components (e.g. education code, District requirements, program budgets, critical timelines) ensuring that Special Education, 504, state and federal program documentation is in compliance with financial, federal, and state legal and/or administrative requirements.
• Maximize the efficiency of the Student Services Department and meet operational requirements and goals.
• Respond to inquiries of district staff, the community and/or outside agencies to provide information and/or directions as may be required.
• Represent the Student Services Department in a positive manner in all communication with the public and staff.
• Provide training and support of Medicaid Administrative claiming processes multiple times per school year.

OTHER JOB FUNCTIONS:

• Assist the Director of Student Services by providing information, data, note-taking, etc.
• Assist department personnel as may be required for support in the completion of their work activities.
• Arrange and schedule conferences, meetings, and appointments.
• Performs other duties as assigned.

REQUIREMENTS – QUALIFICATIONS:

• Experience Required: Experience as a secretary in an educational setting.  Prior job-related experience with increasing levels of responsibility.
• Skills, Knowledge and/or Abilities Required:

Skills to operate standard office equipment including the use of basic computer applications, English in both written and verbal form, correct spelling, grammar and punctuation.  Effective communication skills with others and ability to work independently.  Work well with others in a busy collaborative office environment.

Knowledge of rules and regulations related to assigned functions, basic accounting, financial and statistical record keeping, and standard office equipment.

Abilities to sit for prolonged periods, work independently understand and carry out oral and written instructions.  Significant physical abilities include reaching/handling/fingering, life heavy boxes, talking/hearing conversations, near/far visual acuity/visual accommodation.  Multilingual preferred.

• Education Required: High school diploma or equivalent.  Experience and proficiency in word processing and data base (MS Word for Windows, Excel for Windows, Google Educational Suite, FileMaker, Synergy, Oregon Records Management Solution (ORMS)).

• Licenses, Bonding, and/or Testing Required:  Criminal Justice Fingerprint Clearance (applicant agrees to assume cost upon offer of employment).

TERMS OF EMPLOYMENT:  Salary and work year to be established by the Board.

EVALUATION:  Performance of this job will be evaluated annually in accordance with provisions of the Board’s Policy on Evaluation of Support Staff Personnel.

Salary : $22 - $31