Administrative Secretary Academy of Arts & Academics; A3 Hig

Administrative Secretary - Full-Time - 8.0 hours per day - Academy of Arts & Academics (A3) High School

About the District:
Springfield Public Schools is located in Springfield, Oregon, in the heart of the Willamette Valley, and serves 185 square miles of the city of Springfield and East/Central Lane County. We are directly to the East of Eugene, where the University of Oregon is located. We currently have about 10,000 students, 1,400 staff members and over 650 teachers in our kindergarten through grade 12 school district.

Springfield Public Schools believes student success is our most important outcome. The success of our students depends on the collective community coming together to support Every Student, Every Day throughout their K-12 education.

The Administrative Secretary performs a variety of complex and diverse clerical work requiring this position to plan, organize, and provide direction & control while using independent judgement and a thorough knowledge of modern office and clerical procedures and practices. This position coordinates and manages the daily operations and functions of the school/building office by providing assistance, training (as appropriate) and directions/information to stakeholders in order to assist in the facilitation and operation of the school/building.

This position coordinates and manages school/building level student information systems, open enrollment, registration, grade/transcript reporting, school and building budget management and reconciliation, supply/curriculum inventory and ordering. In addition, this position provides technical assistance and information to students, staff and the public.

Essential duties of this position include the following. Employees in this position perform some or all of the following tasks. Other duties may be assigned.

• Provides administrative support to Administrator.
• Performs a variety of administrative tasks, including greeting stakeholders, answering door buzzer, building radio, telephones, routing calls or messages to appropriate staff and operating general office machinery including photocopy machines, computers, fax machine, typing, proofreading, filing, sorting, and handling incoming and outgoing mail.
• Ensures that substitute teacher requests are made and completes required paperwork when current teachers are absent.
• Processes incoming and outgoing records according to procedural guidelines and policies.
• Coordinates student registration/orientation, student forecasting, and student scheduling processes.
• Assists in budget preparations as requested.
• Maintains an accurate inventory system, orders, receives, and facilitates returns.
• Prepares and makes bank deposits on a weekly basis, reconciles and receipts all accounts receivable.
• Maintains building calendars coordinating and scheduling as appropriate.
• Processes purchase and work orders for building.
• Coordinates building usage/rental calendar.
• Assists in coordinating school field trips (scheduling, payment, communication etc.).
• Completes a high volume of computer work, using District computer programs, to input high volumes of data with speed and accuracy, including confidential data, in an environment with constant interruptions.
• Schedules meetings, conferences and programs as required including creating schedules, contacting all invited parties, preparing agendas, newsletters, building informational correspondence, arranging for catering and distributing materials to all parties.
• Troubleshoots office machinery (copy, fax, postage meter etc.), coordinates maintenance and supply inventory.
• Maintains working knowledge of specialized terminology, District programs, policies, procedures, rules, and forms.
• Completes appropriate logs, forms and paperwork, as required.
• Serves as back‑up for other office personnel as needed.
• Maintains processes and trains staff in appropriate use of building and district forms and systems (both paper and electronic).
• Leads office staff meetings as directed.
• Attends in‑service trainings and staff meetings as directed.
• Other related duties may be assigned.

Education:

• Associates degree or higher (attach…