Clerical Assistant – Student Support Services (Part time

Portland Public Schools:
Clerical Assistant – Student Support Services

Portland Public Schools is seeking a highly organized, detail-oriented, and customer-focused Clerical Assistant to support the Student Support Services Department at Portland High School. This position plays an essential role in assisting students, families, counselors, and administrators by coordinating student records, scheduling appointments, supporting enrollment and onboarding processes, and providing administrative assistance for a variety of student support programs.

The ideal candidate enjoys working in a fast-paced educational environment, is committed to providing exceptional service, maintains strict confidentiality, and possesses outstanding organizational and communication skills. This is a part-time position with a flexible schedule designed to meet the needs of the Student Services Department. The position is anticipated to work a minimum of 20 hours per week, although weekly hours may vary depending on the time of year and departmental workload.

The work schedule will be established by the Principal.

• Serve as a key member of the student onboarding team by coordinating enrollment meetings and assisting new student registration.
• Process and transcript transfer grades while maintaining accurate student academic records.
• Manage and maintain student cumulative (CA-60) files and other required documentation.
• Coordinate appointments and maintain records for the Work-Based Learning (WBL) program.
• Process Work-Based Learning documentation, including annual insurance paperwork and weekly student timesheets.
• Assist with onboarding students into the Portland Early College Program, including account activation, collection of required documentation, and entry of placement test scores.
• Coordinate student appointments to update educational and career plans.
• Collect Lansing Community College Advantage requests and assist with program documentation.
• Schedule military recruiters, college representatives, and other educational partners visiting Portland High School.
• Process electronic and paper transcript requests.
• Develop and maintain systems for collecting required student forms throughout the school year, including course requests, schedule change requests, and dual enrollment paperwork.
• Assist with organizing and preparing state assessment materials.
• Schedule appointments for counselors and members of the Student Support Services team.
• Supervise students utilizing the Student Support Services office for a quiet testing environment.
• Assist administrators with record keeping and organization for students participating in specialized academic programs, including online learning opportunities.
• Maintain confidentiality of sensitive student and family information in accordance with FERPA and district policies.
• Perform other duties as assigned by school leadership.

Note:

This is not necessarily an exhaustive or all-inclusive list of responsibilities, skills, duties, requirements, efforts, functions, or working conditions associated with the job. Portland Public Schools reserves the right to modify or assign additional responsibilities as needed.

To perform this job successfully an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.

• High school diploma or equivalent (Associate degree preferred).
• Proven administrative or office experience, preferably in a school or education setting.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and/or Google Workspace.
• Strong communication, interpersonal, and organizational skills.
• Ability to multitask, prioritize, and work effectively in a busy school environment.
• Knowledge of student information systems (SIS) or other data management systems preferred.
• Demonstrated ability to maintain confidentiality and professionalism at all times.
• Experience working with students, parents, and staff in an educational setting.
• Familiarity with scheduling systems, substitute placement platforms, or similar software.
• Problem-solving and critical thinking skills with attention to detail.
• Ability to remain calm and effective under pressure.

• Title:
  
  Clerical Assistant – Student Support Services
• Reports to:
  
  High School Principal
• Calendar:
  Part Time:
  Based on the needs of the department.
• Compensation:
  In accordance with PESPA contract, benefits include Paid Leave, Retirement and Paid holidays and inclement weather.

Questions about the position or the district can be sent to Matt Morales, High School Principal at mmorales or

No person applying for employment at Portland Public Schools shall, on the basis of race, color, national origin, sex, (including sexual orientation and transgender identity), disability, age, religion, height, weight, marital or family status, military status, ancestry, genetic information or any other legally protected…