ID 6790- Temporary Administrative Assistant II - Counseling - 4.0 hours/day for 200 days

Temporary position at Lakeridge Middle School: 4.0 hours/day for 200 days.

Pay

$21.77 - $29.78/hour (depending on experience).

About the role

The Administrative Assistant II – Counseling/Registrar performs secretarial, clerical, and administrative assistance in a school setting. This role monitors students regarding academic credit acquisition, grade or program requirements completion, and overall general academic progress. The position assists school counselors with constructing class and program schedules and performs other duties as requested or assigned.

Responsibilities

• Demonstrates knowledge and understanding of all district policies and procedures.
• Provides clerical support to professional counseling staff, including answering telephones, routing calls or messages, operating office machinery, typing, proofreading, scheduling, filing, and handling incoming/outgoing mail and parcels.
• Assists with student attendance and supervises students as assigned.
• Prepares correspondence, memos, reports, minutes, student records, purchase orders, and related materials from copy, rough draft, or specific instructions.
• Appropriately maintains and secures confidential records and inquiries.
• Completes high-volume computer data entry with speed and accuracy, including confidential data, in an environment with constant interruptions.
• Maintains accurate student records electronically and in printed format, including attendance, new/transfer registrations, withdrawals, immunization records, grades, transcripts, and progress reports.
• Maintains filing, temporary storage, and permanent retention of student records pursuant to federal, state, and district requirements.
• Alerts parents and principal as necessary to address problems.
• Undertakes special projects such as proctoring student assessments and coordinating with state/federal agencies regarding assessments (OSAS, ACT, SAT).
• Maintains a thorough working knowledge of laws and regulations pertaining to student records.
• Responds to requests for student record information and releases information according to established guidelines.
• Maintains accurate student database and trains other staff on use as needed.
• Assists with beginning-of-year registration, graduation activities, and enrollment/withdrawal of students.
• Assists in the preparation of the Course Catalog and corresponding timelines.
• Coordinates with community businesses about scholarship opportunities and assists students with scholarship submissions.
• Prepares Counseling office for the beginning and end of the school year.
• Consistent, daily, and punctual attendance.
• Organizes special events (non-essential).
• Orders supplies and materials (non-essential).
• Assists with workload of other clerical staff as needed (non-essential).
• Attends in-service training, staff meetings, and other meetings as assigned (non-essential).
• Communicates information about district, school, and/or departmental policies to students, staff, parents, and patrons (non-essential).
• Reports issues such as safety hazards, vandalism, thefts, and errant wildlife to the principal and appropriate authorities (non-essential).

Requirements

• Consistently follows all applicable federal and state laws and district policies, rules, and supervisor directions.
• Observes ergonomics of sedentary office work, including computer and monitor placement, and sitting alignment.
• Observes proper lifting techniques and strategies to avoid accidents and personal injury.
• Performs other duties as assigned.
• Provides various types of student supervision, including in-office monitoring and assisting students between locations.

Qualifications

• High school diploma or GED required; Associate Degree in a related field or two years of college/university preferred.
• Three years of secretarial or related experience required.
• Bookkeeping/accounting and payroll experience preferred.
• Works well with others from diverse backgrounds, focusing on conflict resolution, confidentiality, and teamwork.
• Demonstrates ability to remain calm and professional in an environment with frequent interruptions.
• Interacts appropriately with staff and students.

Skills

• Fluent verbal and written communication in English, including proficiency in spelling and grammar.
• Ability to respond to inquiries or complaints from students, parents, staff, regulatory agencies, vendors, and community members.
• Ability to read and interpret documents such as governmental regulations, safety rules, and operating instructions.
• Ability to prepare routine reports and correspondence with high accuracy and professionalism.
• Basic mathematical skills, including addition, subtraction, multiplication, division, and calculation of rates, ratios, and percentages.
• Ability to interpret charts, bar graphs, and similar visual data depictions.
• Ability to apply common sense understanding to carry out instructions in oral, written, or diagram form.
• Ability to deal with problems involving multiple variables.
• Proficiency in office computers, email, research, word processing, database manipulation, visual presentations, and web-based applications.
• Ability to exercise good judgment and work effectively in a dynamic environment.

Certificates, Licenses, Registrations

• Valid First Aid Card required.
• Valid Oregon Driver’s License preferred.
• Must obtain any certificates, licenses, or registrations required by federal, state, or local law and/or determined by the district.

Physical Expectations

• Regularly required to talk, see, or hear.
• Frequently required to walk, stand, sit, use fingers and hands for fine manipulation, handle or feel, reach with hands and arms, and move around inside and outside buildings.
• Occasionally required to push, pull, bend, stoop, crawl, kneel, crouch, and climb stairs or ladders.
• Must lift and/or move up to 35 lbs.
• Must have, with or without vision correction, close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus.

Work Environment

• Standard school office setting with low to moderate noise levels, occasionally high depending on location, student population, and activities.
• Occasionally supervises children during arrival/departure and recess.
• Occasionally exposed to wet or humid conditions, outdoor weather, seasonal heat and cold, contagious diseases, bodily fluids, blood-borne pathogens, cleaning agents, and hazardous chemicals.

Special Requirements

• Must provide proof of educational requirements, verify identity and employment authorization, and complete a pre-employment record check.
• Must be approved by the State Department of Education after a Fingerprint-Based Criminal History Verification.