Student Services Secretary

Position Summary 

To work as a team providing excellent customer service to our student body, parents, and community. This position serves as secretary to the Director of Student Services and is responsible for maintaining student records, reporting for the district, assisting in supporting systems and programs aligned to the District’s Core Values, and Mission, creating a learning environment that guides and encourages students to develop and fulfill their academic potential and access their chosen path. Establish relationships with students, parents, and colleagues to foster a sense of belonging and community. The position will be responsible for the submission and verification of various state and federal reports. Additional tasks include answering inquiries over the phone and via email, and assisting building and district administrators as needed.

An employee in the North Marion School District joins a community of professionals who embrace the district's mission, vision and guiding values

Our Mission - North Marion, learning together to cultivate lifelong growth.

Our Vision - Communities engaged and unified in providing all students equitable access to their chosen path.

Five Guiding Values

• Community - Diverse cultures rooted in caring and collaboration
• Innovation and Learning - Through a spirit of curiosity and creativity
• Diversity - Will be our strength when all voices are valued, heard, and represented
• Expectations - High standards with support for all students and staff
• Responsibility - Each of us is accountable for our words, actions, and results

Minimum Qualifications

1. High School Diploma or equivalent as required by OAR 581-37-030, Oregon DOE
2. Experience in administrative/clerical work including customer service, bookkeeping, use of computer, and general office work
3. 21 years of age or older
4. Criminal justice fingerprint clearance
5. Valid driver license and personal auto insurance
6. Ability to maintain a positive office atmosphere with others, and to communicate effectively (both verbally and in writing) with students, parents, teachers, and community members
7. Ability to establish and maintain cooperative working relationships
8. Ability to understand and follow verbal and written instructions
9. Ability to maintain confidentiality
10. Skilled in computer operation and use of word processing and record keeping programs, preferably Google Suite and PowerSchool
11. Possess knowledge of business English, grammar, and spelling
12. Ability to work effectively with students, staff, and community members requiring application of considerable knowledge of school/district policies
13. Ability to recognize, listen and respond to sensitive situations with students, parents and staff, and maintain confidentiality of information.
14. Ability to perform clerical and administrative support functions requiring independent judgment, decision-making, and problem solving
15. Familiarity with school procedures, record keeping, and retention requirements
16. Experience and skills in working with individuals from different cultures, ethnicities, religions, socio-economic status, family status and backgrounds
17. Ability to operate standard office equipment (i.e., ten-key calculator, computer, copier, fax, telephone, etc.)
18. Such alternatives to the above requirements as the School Board or the Administration may deem appropriate and acceptable.

Essential Functions

1. Serve as the primary contact person and liaison between the Director of Student Services and the students, teachers, parents, staff, and general public 
2. Provide secretarial support to the assigned program, department or director
3. Maintain accurate student records including sending and retrieving Special Education files and notifying staff as appropriate about enrollments and withdrawals.
4. Interpret and explain program or department policies, rules, and regulations in response to inquiries
5. Perform general office duties including answering telephone calls and emails, make appointments, receiving visitors, and answer inquiries or refer to appropriate person  
6. Perform a variety of difficult and responsible clerical, accounting and secretarial tasks relating to processing purchase orders and circulation of materials and equipment 
7. Assist in tracking local, state and federal revenues and expenditures related to special education services 
8. Assist in generating and accounting for third-party billing 
9. Assist in preparation of correspondence, reports, memoranda, meeting agendas, records, and other materials following procedures established by supervisor 
10. Complete 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.
11. Prepare and complete a variety of reports
12. Appropriately maintain and secure confidential records and inquiries. Professionally represent the school and the District in interactions with parents, community, staff, and students.
13. Compose, type, and sign letters to parents, schools, businesses, agencies, and State Department of Education as directed 
14. Maintain records in PowerSchool, PowerSchool Sped, and ODE 
15. Submit and verify Child Census Count to ODE. Extensive reports due in December and June
16. Compile data and submit Child Find State Report to Oregon Department of Education
17. Monitor and disseminate information to staff members regarding PowerSchool Sped Trainings 
18. Coordinate MANDT Trainings for staff, track training requirements and maintain training documentation
19. Responsible for maintaining accurate records for accounting and auditing 
20. Attend meetings, take and process minutes, and make the appropriate arrangements for meetings as requested 
21. Coordinate special education transportation services 
22. Generate, compile and maintain pertinent student data to complete the annual Special Education Census Report to be submitted to the Oregon Department of Education

Professional and Ethical Responsibilities

1. Maintain appropriate certifications and training hours as required. 
2. Comply with applicable District, state, local and federal laws, rules and regulations.
3. Provide appropriate documents as requested by the District Auditor selected by the Board
4. Maintain a high level of ethical behavior and confidentiality when dealing with student information
5. Act as a friendly ambassador for North Marion School District
6. Perform such other tasks (which may require knowledge of other job descriptions) as may seem appropriate to the Board or Administration.
7. Maintains satisfactory attendance, as defined in District policy and regulations (GCBD/GDBD).

Other Requirements/Responsibilities

• Must obtain and maintain a valid First Aid card
• Participate in mandatory district safety trainings annually, or as required

Special Considerations

• Bilingual (Spanish) abilities preferred
• Perform physical requirements which may include: 
• Moderate degree of physical stamina
• Ability to use a telephone, computer, and other office equipment for an extended period of time
• Ability to make frequent trips from the desk to the counter, files, and other locations within the school
• Requires frequent walking, standing, and bending, and occasional lifting up to 50 lbs.

Evaluation

Following the probationary period, performance of this job will be evaluated annually in accordance with provisions of the Board's policy on evaluation of classified personnel.

Terms of Employment

The start date for this position is for the 2025/2026 school year.

Please note the salary range will change as we are still negotiating a successor contract.

North Marion School District is an Equal Opportunity Employer. We hire and promote without regard to race, color, religion, sex, sexual orientation, national origin, marital status, age, veteran status, familial status, genetic information, and/or disability of employee, with or without reasonable accommodations, is able to perform the essential functions of the position.

Salary : $20 - $25