Head Secretary FTE Grades 9-12 AHS

Position: #445 - Head Secretary 1.0 FTE Grades 9-12 AHS
Position Type:
Secretarial/Clerical/Secretary

Date Posted:
6/3/2026

Location:
Astoria High School
ASTORIA SCHOOL DISTRICT 1C

JOB DESCRIPTION

JOB TITLE: #445 - Head Secretary 1.0 FTE Grades 9-12 AHS

REPORTS TO:
Building Principal

EVALUATED BY:
Building Principal

JOB SUMMARY:

This employee serves as an informational liaison between administration, teachers, district personnel, and the general public. This employee is expected to perform a wide variety of secretarial and general duties. Most tasks related to this position are non-routine and require a considerable reliance upon the use of independent judgment. Only upon occasion are questions referred to the supervisor for advice.

QUALIFICATIONS OF POSITION:

• High School Diploma or equivalent as required by OAR , Oregon Department of Education
• Must be 18 years of age
• Must be able to pass a background check
• May be required to obtain a First Aid and/or CPR card.

Knowledge of:

• People skills
• Current office methods, practices and procedures and school policies
• Business English, spelling and mathematics
• Rules, regulations, procedures, functions and policies of the district
• High degree of competency on the computer. Knowledge of such programs as Blue Bear, SWIS, Synergy, Smartfinder, Microsoft Excel, Word and Publisher would be helpful
• Office management principles and data entry skills
• Business equipment and mini-repairs
• Building budgets
• General bookkeeping

Ability to:

• Make independent decisions
• Organize and complete complicated clerical tasks
• Manage a wide variety of tasks
• Type at a speed of 55-65 words per minute
• Compose correspondence
• Train and supervise clerical employees and student assistants
• Maintain harmonious working relationships with other employees, the public, students and staff
• Prepare, enter and extract computer data
• Learn and apply school policies
• Maintain confidentiality
• Perform physical requirements which may include:
• Moderate degree of physical stamina
• Frequent standing, walking, bending, and occasional lifting up to 50 lbs.
• Ability to use a telephone, computer, and other office equipment
• Ability to make frequent trips to and from desks, counters, etc. as well as
• other areas in the school building

ESSENTIAL DUTIES AND RESPONSIBILITIES:

To perform this job successfully an individual must be able to execute each requirement satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability needed for the position.

• Responsible for coordinating classroom substitutes
• Responsible for complex financial and student records and preparation of related reports requiring new methods of analyzing and extracting information both manually and computerized
• Composes and types correspondence, memos, reports and minutes of meetings.
• Requires taking hand and machine dictation.
• Types other routine or confidential materials, such as student, staff or faculty records and evaluations
• Answers phones and greet visitors, routes and takes messages, makes appointments
• By phone, correspondence, or in person, communicates with people both within the district and outside regarding a variety of business matters, including vendor relations, employment, facilities usage, student records, employee records, financial records and similar matters
• Requires thorough knowledge of district policies and practices and treatment of confidential information
• Maintains a variety of files
• May train and schedule work for clerical employees and/or volunteer helpers
• Responsible for records requiring a high degree of accuracy such as ledgers of money received, bank deposits, check records and building budget information
• Knowledge of first aid and procedures concerning the dispensing of medications. Serves as the liaison and assures office management and support services are provided by scheduling and distributing the workload among all available office staff and by assisting the administrator in developing office procedures
• Assists principal with preparing annual budget and ensuring that expenditures are coded to the proper budget code throughout the school year
• Coordinates and trains parent volunteers and substitutes
• Maintains office supplies and payroll/leave information as well as numerous other office records
• Maintains school accounting records, including, but not limited to, preparing and receiving orders, writing checks, depositing and recording cash receipts in a timely manner, enforcing student body accounting guidelines, preparing the monthly bank reconciliation and reconciling petty cash
• Assures positive efficient services are provided to students, staff, and community by enrollment of new students, providing directions and building tours, dispensing medication, providing first aid, diffusing potential volatile situations, and responding to requests for information
• Provide first aid and related health care to students
• Collects data from office records for use by administrators/supervisors
• Orders, receives, distributes and inventories school supplies
• Sorts and determines the routing of mail
• Trains and schedules work for…