Head Secretary - Middle School (TEMP)

POSITION SUMMARY: The Head Secretary – Middle School manages the flow of service, communication, and processes in the school office; provides clerical support to school administrators and staff; communicates information regarding school and/or District events and procedures; ensures compliance with financial, legal and administrative requirements of assigned functions; and handles sensitive and confidential issues, requiring excellent communication skills, understanding of educational and administrative issues, and knowledge of the GBSD organization, operations, policies, and practices.

MINIMUM QUALIFICATIONS
Education, Training, Experience, Licensure and Certification

• Experience Required: Prior job-related experience with increasing responsibility
• Education Required: High school diploma or equivalent
• Licenses, Certifications, Bonding, and/or Testing Required: Criminal Justice Fingerprint Clearance; current First Aid/CPR Card

Knowledge of:

• Rules and regulations related to assigned school, basic budgeting, financial and statistical record keeping, standard office equipment
• Customer service principles, protocols, and methods

Skill in:

• Operating standard office equipment as well as computer programs and applications (e.g. email, system applications, word processing, database, spreadsheet, desktop publishing)
• Communicating effectively in English, both verbally and in writing (e.g. correct spelling, grammar and punctuation)
• Understanding and carrying out verbal and written instructions
• Functioning as a self-starter, who works well independently or in a team
• Planning, prioritizing and completing assignments with minimum supervision
• Handling multiple projects, tasks, and deadlines simultaneously
• Developing effective working relationships with students, staff, and the school community
• Administering first aid
• Interacting with persons of different age groups and cultural backgrounds

ESSENTIAL JOB FUNCTIONS

• Oversees and coordinates classified office staff for the purpose of meeting daily operational needs
• Manages crisis situations in the office in the absence of administrators and/or makes referrals to appropriate persons or agencies
• Supports principal and/or other school administrative personnel for the purpose of providing them assistance with their administrative functions
• Composes documents (e.g. correspondence, agendas, minutes, reports) for the purpose of communicating information to school and district personnel, the public, state officials, etc.
• Evaluates situations (e.g. involving other staff, students, parents, the public) to take appropriate action and/or direct the situation to the appropriate personnel for resolution
• Tracks, maintains and disbursement of petty cash complying with accounting practices
• Monitors assigned activities and/or program components (e.g. school budget, for the purpose of ensuring compliance with financial, legal, and/or administrative requirements)
• Prepares written materials (e.g. brochures, flyers, newsletters) for the purpose of conveying information regarding school and/or district activities and procedures)
• Prepares and processes Additions to Time Worked
• Processes documents and materials (e.g. schedules, agendas, mail) for the purpose of disseminating information to appropriate parties
• Process and reconcile cash accounts as assigned for the purpose of maintaining accurate balances and complying with accounting practices
• Reconciles school administrator’s procurement card spending each month
• Processes employee reimbursements complying with accounting practices
• Collects funds for payments made directly to the school and prepares them for deposit complying with district practices and procedures
• Orders supplies for the school and manages supply inventory
• Coordinate coverage for staff absences
• Enters and submits purchase orders for school staff
• Responds to inquiries of staff, the public, parents and/or students to provide information and/or direction as may be required
• Administers first aid and medication to students for the purpose of meeting their immediate health care needs
• Supervises students for the purpose of monitoring students referred for disciplinary actions
• Supports the relationship between the school and the general public by demonstrating courteous and cooperative behavior when interacting with parents, community members, and other school visitors

OTHER JOB FUNCTIONS:

• Cross-trains in a variety of school functions and assists other personnel as may be required for the purpose of supporting them in the completion of their work activities
• Provides and reviews information with employees and the public regarding school programs and schedules
• Supervises student office aides for the purpose of ensuring appropriate class credit and/or learning experience
• Assists with the transportation needs of students, including walking them to and from the bus, supervision of students on the way to and from the bus, supervision of loading and unloading of busses, and arranging for the transportation needs of students
• Performs other duties and responsibilities as assigned by supervisor within scope of job description

PHYSICAL REQUIREMENTS:

• Ability to:
  • sit, stand or walk for prolonged periods of time
  • talk and hear conversations in a potentially noisy environment
  • use precise control of fingers and hand movement, often in a repetitive motion such as keyboarding
• reach for and handle objects
• use close vision, distance vision, peripheral vision, depth perception and the ability to adjust focus
• Regularly focus on a computer screen
• Bending, stooping, kneeling and lifting and/or moving up to 40 pounds may also be required on occasion

WORKPLACE EXPECTATIONS:

• Maintaining regular and punctual attendance. In case of an absence site and/or district protocol for reporting absences is followed.
• Maintaining appropriate confidentiality regarding information about students, staff, and parents
• Dress in a professional and appropriate manner for the assignment and the work setting
• Exercising prudent judgment
• Work independently in the performance of routine duties
• Follow all District policies and work procedures
• Utilize the District’s electronic systems and applications related to the position
• Participate in required meetings and trainings related to the position
• If employee is bilingual, interpretation, translating documents, and/or communicating orally in the second language may be requested
• Cultivate and model a respectful working and learning environment

*Applications must be submitted to Frontline Recruiting and Hiring by the closing date in order to be considered for the position. All employees hired by the District into a position not requiring licensure must be fingerprinted and have a criminal history check completed. The cost is $71.50 and is the responsibility of the employee. This employment is considered probationary pending return of the criminal records check from the FBI and Oregon State Police through the Oregon Department of Education.

Gresham-Barlow School District recognizes the diversity and worth of all individuals and groups. It is the policy of this district and the board of education that there will be no discrimination or harassment of individuals or groups in any education programs, activities or employment. Gresham-Barlow provides equal access to individuals with disabilities.