Secretary - Teaching & Learning Department​/District Office

Starting Date:
Immediately

Final date to receive applications:
Posted until filled

The Sweet Home School District is seeking applicants for a half-time Secretary 1 position supporting the Teaching and Learning department at the District Office. This position may be combined with the half-time Student Services/Special Education Secretary 1 position to create a full-time position.

Job Grade 112

11 Months (222 work day calendar, August
- June)

20 Hours per week

SUMMARY:

Maintains confidential special education student records. Primary responsibility for the secretarial, record keeping and reporting functions of the Student Services Department.

• Maintains a cooperative relationship with fellow staff members, students, agencies, general public and supervisor.
• Adheres to and enforces district, state, and federal laws, policies, procedures, and regulations.
• Receives incoming telephone calls and greets visitors.
• Answers routine inquiries regarding department programs and procedures.
• Schedules appointments, meetings, and events.
• Organizes and independently maintains confidential student records and files.
• Maintains records on all special education students.
• Prepares and submits various special education reports to ODE.
• Processes referrals for special education services.
• Assists in budget preparation; keeps records on departmental expenditures.
• Prepares standard and special correspondence, bulletins, notices, and reports.
• Operates standard office machines and computer.
• Keeps records and prepares reports as may be required for federal/state funding.
• Maintains and orders supplies.
• Tracks all timelines on special education paperwork.
• Schedules and coordinates tutoring services.

SUPERVISORY RESPONSIBILITIES:

Supervises staff as may be assigned to assist in workload. Supervisory responsibilities would include training, planning, directing work, and providing evaluative information to appropriate supervisor.

QUALIFICATION REQUIREMENTS:
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. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• High school diploma or GED.
• At least three years related office experience or equivalent.
• Proficiency in basic office procedures and the operation of common office equipment.
• Proficiency in computer operation and various software programs.
• Demonstrated ability to exercise good judgment, tact, and diplomacy, especially as it relates to confidential matters.
• Such alternative qualifications as the boards deems appropriate.

CERTIFICATES, LICENSES, REGISTRATIONS:
None required.

LANGUAGE

SKILLS:

Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to write routine reports and correspondence. Ability to speak effectively before parents, staff and students.

MATHEMATICAL

SKILLS:

Ability to add, subtract, multiply and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute ratio and percent and to draw and interpret bar graphs.

REASONING ABILITY:
Ability to apply common sense understanding to carry out detailed written or oral instructions. Ability to deal with problems involving a few concrete variables in standardized situations.

OTHER

SKILLS and ABILITIES:

Ability to operate computers and related software. Knowledge of special education procedures to maintain appropriate confidential records and work effectively with agency support staff. Ability to develop effective working relationships with students, staff, community and agencies. Ability to communicate clearly and concisely, both orally and in writing. Ability to perform duties with awareness of all district requirements and Board of Education policies.

PHYSICAL DEMANDS:
While performing the duties of this job, the employee is regularly required to sit and talk or hear. The employee is occasionally required to stand and walk. Occasionally the employee will type or work at computer terminal for long periods of time. Specific vision abilities required by this job include close vision, and the ability to adjust focus. Occasionally the employee may need to lift up to 20 pounds.

WORK ENVIRONMENT:
The work environment characteristics described here are representative of those an employee…