Administrative Assistant I - 8.0 hrs/day (1.0 FTE), Full Time, Perm

Performs in one or more of a variety of school clerical or district office support environments. Activities may include front office operations, reception, student attendance reporting, counseling services support, special education and/or district office or department support, and English language development support.

Compensation

Initial wage placement according to NCSD/OSEA Collective Bargaining Agreement.

JOB GROUP Step 2 Step 3 Step 4 Step 5 Step 6 Step 7 Step 8 Step 9 D 22.88 24.02 25.24 26.50 27.84 29.23 30.69 32.22

Retirement Plan Contributions

North Clackamas School District participates in the Oregon Public Employee Retirement System (PERS and OPSRP) on behalf of its employees. The district contributes the employer portion; there is also a mandatory employee portion. Upon eligibility, defined as working at least six full calendar months in a qualifying position, the employee is required to contribute 6% as their employee portion, via payroll deduction. Part-time employees working at least six months and 600 hours in a calendar year will qualify.

Schedule

• 7:30 a.m. - 4:00 p.m.; subject to change depending on department need
• 212B-day work calendar

Minimum Qualifications

• Successful experience working with culturally diverse families and communities, or demonstrated commitment to strengthening engagement of a diverse community and skill in communicating with a diverse population
• Sensitivity to the cultural, ethnic, gender, and religious diversity of students, staff, parents, and community
• High school diploma or equivalent
• Basic clerical skills including typing and filing
• Knowledge of basic office equipment and technology
• Keyboarding skills of at least 40 words per minute
• First Aid, CPR, and defibrillator training may be required
• Knowledge of general secretarial procedures, including excellent grammar and proofing skills
• Ability to organize, maintain accurate and reliable records and data
• Ability to work effectively in an environment with frequent interruptions, requiring concentration and consistent accuracy while responding to changing priorities
• Ability to interact with students, parents, staff, and community members in a warm and confident manner, both in person and through electronic communications
• Initiative and ability to work with minimal direction; sound judgment and decision-making capabilities
• Ability to maintain confidentiality of all school and personnel matters

Desired Qualifications

• Bilingual and bicultural skills

Responsibilities

• Secretarial Support:
  • Perform a wide range of general office administrative and clerical tasks
  • Prepare, maintain, and assist in disposition of files and records
  • Input, operate, and maintain electronic databases and files as assigned
  • Assist in preparation and distribution of mail, bulletins, and special materials
  • Answer telephones, assist or route callers to the proper office/person, and make calls to parents and community members
  • Enter and update computer records
  • Assist students, teachers, parents, volunteers, and community members as needed
  • Perform bookkeeping functions in accordance with district and department policy, including collecting local school funds, student funds, and administering impress funds
  • Maintain and manage student funds and records; receive money for fees, maintain collection records, verify and balance receipts, prepare and make bank deposits, trial balances, and financial statements for transmittal to central office
  • Coordinate with building fiscal clerk/bookkeeper when assigned
  • May have access to and responsibility for the use and/or reconciliation of district credit cards
  • Maintain building and department inventory records and supply orders; prepare requisitions, check in merchandise, and arrange for purchase order payment
  • Prepare budget and purchasing reports for administration and department heads as needed
  • Operate and maintain office equipment and make service calls
• Student Attendance/Transportation:
  • Type, maintain, file, and record student registration or attendance data
  • Report attendance data and refer attendance problems to the designated administrator
  • Answer telephone and make calls pertaining to attendance and school bus transportation coordination
  • Enter and update student data in the computer
  • Assist students, teachers, and parents with attendance questions and issues
  • Prepare and mail letters and forms
  • Process truancy referrals by contacting students and parents
• Student Registration:
  • Register all new students, ensuring all appropriate paperwork and data entry is completed
  • Update, audit, and maintain accuracy of student verification/demographic forms
  • Ensure students live in attendance area and, if not, that all required paperwork for boundary exceptions are completed and on file
  • Schedule enrollment-related appointments and confirm attendees
• Educational Staff Support:
  • Assist school counselor(s), school psychologist, school nurse, and other specialized staff by providing school program organization, secretarial, and other support services
  • Promote positive public relations for the office, school, and district
  • Provide assistance with student supervision, including recess and playground supervision, bus duty, crossing guard duty, hallway supervision, and in-school detention
  • Coordinate and process program and school field trips
  • Provide testing coordination, data collection, and record keeping
• Publication & Events Support:
  • Provide secretarial support for scheduling, publishing newsletters, planning and supporting graduation processes and materials at the secondary level, and ceremonies at the school level
  • Distribute and assist with testing information and scheduling
  • Provide school orientation to students, parents, and community members
  • Create graphic design of digital media and print materials for the school/program
  • Serve as webmaster by monitoring, maintaining, troubleshooting, and updating the school website
• Student Records:
  • Receive, maintain, and forward permanent student records for new and withdrawing students according to district standards
  • Assist with the review and processing of incoming transfer credits for evaluation according to course credit policies
  • Enter, update, and maintain confidential student personnel data and computer records in accordance with district standards
  • Maintain security of and access to the computer data system
  • Input and report data on student attendance, grades, transcript changes, and special education programs
  • Order and maintain student rosters and class schedules
  • Maintain and report daily student enrollment and classroom counts
  • Prepare and generate custom reports for administrators, staff, and PTA
  • Prepare reports on ethnicity, accreditations, and class rank
  • Maintain records with regard to inter/intra-district transfers
  • Prepare, order, distribute, and proof information for student progress/report cards
  • Maintain student assessment data and reporting, teacher comment codes
  • Distribute finalized student progress/report cards to teachers or mail them home to students
• Scheduling and Enrollment Support:
  • Assist counselors and administration in designing master class schedules by providing course codes, teacher numbers, staff FTE, section numbers, class counts, new courses, and noted changes
  • Distribute class registration packets to incoming students
  • Process information returned on student enrollment, immunization, and records
  • Review conflicts and find alternative classes
  • Maintain data on master schedule throughout the school year
  • Assist with course description handbook and transcript translation
• Secondary ASB Support:
  • Maintain appropriate account records of ASB bookkeeping, purchase orders, invoices, and master activity calendars
  • Prepare schedules, appointments, and budgets
  • Follow district procedures for procurement of supplies, equipment, printing, and maintenance services
  • Prepare monthly statements for ASB Club Advisors and coaches
  • Maintain athletic eligibility records and perform miscellaneous duties related to athletic events
• Health Room Management:
  • Maintain health room in the absence of the nurse
  • Serve as building contact with parents/students
  • Perform minor first aid
  • Maintain health room records concerning student injuries and medications
  • Maintain, secure, and deliver student medication according to protocols
  • Determine appropriate action based on protocols and evaluation
  • Act as primary communication liaison with parents when a student is ill
  • Communicate student attendance procedures regarding district health and safety standards
  • Update nurse staff with health room information and communications
• Production:
  • Make copies and/or coordinate the production of copy jobs to improve copier efficiency
• Perform other duties as assigned