SHERWOOD SCHOOL DISTRICT 88J

JOB DESCRIPTION

8 hrs/day - 1.0 FTE

260 Work Day Calendar

TITLE:   Administrative Assistant for Special Programs at District Office

REPORTS TO: Director of Special Programs

PURPOSE:

To perform a variety of advanced administrative support duties of considerable complexity requiring thorough knowledge of the organization, including the procedures and operation details; perform clerical and secretarial work involving word processing, filing, data entry, calendar management, and record-keeping for a department or program director; perform a wide variety of assignments related to the administration of budgets, contracts, research projects, and departmental policies and procedures; provide office coordination and support; be prepared to host a considerable amount of public contact when we are open to the public; employ skill and judgment in the conduct of these contacts within established policies and procedures.

This is the senior-level class in the Secretary/Administrative Assistant series.  Positions at this level are distinguished from other classes in the series by the level of responsibility assumed and the complexity of work assigned.  Employees perform the most difficult and responsible types of duties assigned to the classes within the series, including the exercise of considerable independent thinking, judgment, problem-solving, and decision-making in receiving, processing, recording, and distributing information and reports; and compilation of data for inclusion in documents.  Employees at this level are required to be fully trained in all procedures related to assigned areas of responsibility.

SUPERVISION RECEIVED AND EXERCISED 

Receive general supervision from District Office Administrator or designee.   Evaluating others is not a responsibility of this class. Administrative Assistant may be designated with lead responsibility for other secretarial support staff and may provide guidance or training to secretarial support staff engaged in functional activities.  

QUALIFICATIONS

• A minimum of a high school diploma or equivalent
• Secretarial experience, including office management, administration and record keeping

• Ability to interact in a positive and professional manner with students, staff, parents, community members, contractors, consultants and trades people, while demonstrating sensitivity to cultural, ethnic, gender, and religious diversity
• Ability to demonstrate positive customer service with all stakeholders
• Advanced knowledge of office procedures, practices, and technology
• Keyboard and word processing with speed and accuracy

• Knowledge of bookkeeping practices, including record-keeping for state and federal grants
• Ability to provide positive leadership, training and supervision to other secretarial personnel
• Ability to work collaboratively and efficiently within a team, completing tasks in a timely and thorough manner
• Ability to follow oral and written instructions

• Ability to exercise confidentiality, diplomacy, and independent judgment
• Demonstrated knowledge of schools and district, as well as the duties and responsibilities of the Administrative Assistant
• Ability to take initiative and work independently, prioritizing tasks to meet deadlines while maintaining accuracy and attention to detail
• Strong technology, mathematical, and analytical skills
• Ability to quickly learn frequently used software programs used in the performance of job responsibilities, such as student records, personnel records, accounting, and purchasing
• Excellent organizational and time management skills with the ability to accomplish multiple complex assignments under short timelines and with multiple interruptions
• Multi-lingual preferred

ESSENTIAL RESPONSIBILITIES (may include the following:) 

This is not a comprehensive list. There may be other duties as assigned.

• Serve as the District Office Receptionist
• Organize and monitor space reservations throughout the District Office and possibly spaces throughout the district
• Word process letters, reports, forms, handbooks, bulletins, memoranda and meeting minutes, including material of a confidential nature: write letters and memoranda from rough notes or oral instructions; compose correspondence independently on routine matters not involving deviation from established policy
• Operate a variety of technology, not limited to copiers, calculators, and computers
• Use a variety of software applications including google docs, scheduling software, and financial systems
• Input computer data as applicable to the individual building/department
• Cultivate and model a respectful working and learning environment
• Provide support as needed for efficient operations of the District Office

• Serve as a direct communication link between the department directors, building principals, school staff, District staff, parents, community members, contractors, consultants, and trades people. 
• Possibly manage a department Administrator’s calendar, phone, mail, and email account, independently scheduling appointments and responding to communication as appropriate, on behalf of the Administrator
• Assist in budget preparations for departments and possibly assist in monitoring departmental budgets and preparing statistical reports and schedules, notifying supervisors of any budget-related problems, and handle and maintain the department’s petty cash, if appropriate
• Assist in processing purchase orders, purchasing cards, expense reimbursements, travel requests and other related requisitions ensuring proper approvals, coding and records; purchase office supplies and equipment
• Provide support in planning, coordinating and executing events such as meetings, staff appreciation, district events, and provide supplies, catering, as needed for events
• Set up for meetings across the District
• Support Directors with administrative and confidential work
• Relate knowledge of district policy and/or laws to various constituents
• Establish and maintain departmental files, budgets, records, databases, and communications, maintaining compliance with state records statutes where applicable
• Compile data from a variety of sources and prepare summary reports as directed.  May involve calculations and tabulations
• Prepare and compile materials for meetings
• Provide support to various departments

WORKPLACE EXPECTATIONS

• Work effectively with and respond to people from diverse cultures and backgrounds
• Demonstrate professionalism and appropriate judgement in behavior and speech;  dress in a neat, clean and appropriate manner for the assignment and work setting
• Have regular and punctual attendance 
• Confer regularly with immediate supervisor
• Follow all district policies, work procedures and reasonable requests by proper authority
• Maintain the integrity of confidential information relating to a student, family, colleague or district patron

EVALUATION

Performance of this job will be evaluated in accordance with the provisions of the Collective Bargaining Agreement between Sherwood School District 88J and Oregon School Employees Association Chapter #103.

ADA REQUIREMENTS FOR ESSENTIAL RESPONSIBILITIES

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• The employee is regularly required to talk or hear
• The employee is frequently required to stand, walk, sit, use hands to finger, handle, or feel, reach with hands and arms, climb up and down step stool, bend under the desks, twist from the waist, and stoop, kneel, crouch, or crawl
• The employee must frequently lift and/or move up to 20 pounds
• Specific vision abilities required by this job including close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus
• This position entails sitting/standing at a computer terminal and workstation 6 - 8 hours a day 
• While performing the duties of this job, the employee is occasionally exposed to outside weather

AN EQUAL OPPORTUNITY EMPLOYER

SHERWOOD SCHOOL DISTRICT IS A FAIR SHARE DISTRICT

Sherwood School District is an Equal Opportunity Employer and does not discriminate on the basis of race, color, religion, gender, national origin, disability, parental or marital status, age, or genetic information. Reasonable accommodations for the application and interview process will be provided upon request and as required in accordance with the Americans with Disabilities Act of 1990 (ADA) and the ADA Amendments Act of 2008 (ADAAA). Disabled persons may contact Human Resources at (503) 825-5000 for additional information or assistance.  Speech/Hearing impaired persons may contact the District for assistance through the Oregon Relay at (800) 735-2900.