• This posting will remain open until filled with initial screening to begin Friday, April 12, 2024
• Location:  District Office
• Hours:  8 am to 5 pm, 261 days per year
• Start date:  June 3, 2024 (negotiable)
• Bilingual (English/Spanish) preferred

Job Classification: Secretarial Services

Job Title: Department Secretary - Teaching & Learning Department

POSITION SUMMARY

The primary purpose of the Secretary to the Teaching & Learning Department is to provide a variety of complex secretarial support to the Director of Teaching & Learning and Assistant Superintendent; communicating information on their behalf to school and district staff, other districts, public agencies, etc.; supporting the day to day budget processes for the Teaching & Learning Budget, Title 1A, Title IC, Title II, Title IV Federal Grants and multiple private educational grants. The Secretary reports to the Director of Teaching & Learning and does not supervise others. 

ESSENTIAL RESPONSIBILITIES

• Supports assigned administrative personnel for the purpose of providing assistance with their administrative functions.
• Responds to building secretaries’ inquiries, communicates processes supporting secretaries.
• Screens inquiries of staff, students, parents, the public, etc. for the purpose of taking appropriate action and/or directing to appropriate personnel for resolution.
• Responds to informal and formal complaints by district staff, students, parents and community stakeholders for the purpose of de-escalating through the use of professional active listening strategies and connecting them with the appropriate individuals per board policy.
• Responds to inquiries from a variety of internal and external parties by phone, email, letter and/or in person (i.e. staff, parents, students, public agencies, etc.) for the purpose of providing information facilitating communication among parties and/or providing direction.
• Coordinates development of reports for the purpose of meeting deadlines and complying with district, state and federal guidelines.
• Implements reporting procedures and internal controls for the purpose of maintaining accurate records and complying with the record keeping, district policies and/or other regulatory requirements.
• Manages the ELL intake log and updates student records in synergy to reflect ELL status.
• Coordinates NCLB letter process for ELL students.
• Coordinates expulsion hearing process and provides support to the hearings officer.
• Coordinates and supports the DACA process.
• Maintains a variety of fiscal information, files and records (i.e. district professional development calendar, payment contracts, etc.) for the purpose of providing an up-to-date reference and audit trail.
• Monitors account balances and related financial activity for the purpose of ensuring that allocations are accurate, related revenues are generated, expenses are within budget limits and/or fiscal practices are followed.
• Prepares written materials (i.e. reports, memos, newsletters, bulletins, letters, etc.) for the purpose of documenting activities, providing written reference and/or conveying information.
• Prepares purchase orders for Teaching & Learning staff.
• Researches discrepancies in processes and/or documentation for the purpose of ensuring adherence to appropriate administrative and/or legal guidelines
• Attends meetings as assigned for the purpose of conveying and/or gathering information to perform functions.
• Processes documents and materials (i.e. building mail, bulk mailings, time sheets, purchase orders, facility use, work orders, etc.) for the purpose of disseminating information to appropriate parties for action.
• Maintains inventory of supplies, equipment and materials for the purpose of ensuring item availability.
• Assists with scheduling, planning and reporting for District-level staff and citizen’s committees.
• Manages school improvement department budget records and assists with purchasing.
• Supports development and maintenance of Teaching & Learning Dept. websites, materials and processes.
• Provides planning and logistical support for staff training activities.
• Assists in the development, organization and production of District and school improvement documents.
• Assists in the development, organization and production of special services requested of the department.
• Serves as backup for other related positions within the department and the district office.

OTHER RESPONSIBILITIES  

• Assists other personnel as may be required for the purpose of supporting them in the completion of their work activities, including serving as back up to main office personnel.
• Maintains consistent and predictable attendance to meet the requirements of the position.
• Performs other duties as assigned.

MINIMUM QUALIFICATIONS

Experience: Prior job related experience, preferably as a lead secretary in a school.  

Skills: Operation of a computer, standard office machines, telephone and other technology equipment. Excellent interpersonal skills.  Excellent oral and written communication, including correct use of grammar, punctuation and spelling.  Excellent secretarial/clerical skills, including typing, filing, organizing and basic arithmetic calculations. Basic accounting and bookkeeping skills.  Familiar with Excel, Powerpoint, Google docs, sheets, slides and forms.

Abilities: Work harmoniously with others. Work and communicate effectively with students, parents, and school personnel from diverse cultures or backgrounds in English, Spanish, or other languages related to the job. Work independently without supervision, and with minimum oral/written instructions. Ability to sit and/or stand for prolonged periods, understand and carry out oral and written instructions, maintain confidentiality of student records, meet schedules and deadlines, read/interpret/apply rules, regulations and  policies. Maintains confidentiality in regards to personnel issues, staff and public complaints, and in the day to day operations of the office of the Director of Teaching & Learning and Assistant Superintendent. Maintains a positive, professional working environment within the department and promotes a positive district office relationship with schools and the general public.

Continuing Education/Training Clearances: Pre-employment criminal justice fingerprint clearance and criminal background check. 

PHYSICAL REQUIREMENTS 

1. In an eight-hour day employee may: 

• Stand/Walk [   ] None [   ] 1-3 hrs [   ] 3-5 hrs [X] 5-8 hrs
• Sit [   ] None [   ] 1-3 hrs [   ] 3-5 hrs [X] 5-8 hrs 
• Drive [   ] None [ X ] 1-3 hrs [   ] 3-5 hrs [   ] 5-8 hrs 

2. Employee may use hands for repetitive: 

• [X] Single Grasping [  ] Pushing and Pulling       [   ] Fine Manipulation 

3. Employee may use feet for repetitive movement as in operating foot controls: 

• [   ] Yes [X] No 

4. Employee may need to: 

• Bend [X] Frequently   [   ] Occasionally [   ] Not at all 
• Squat [X] Frequently   [   ] Occasionally [   ] Not at all 
• Climb Stairs [   ] Frequently     [X] Occasionally [   ] Not at all 
• Lift [   ] Frequently     [X] Occasionally [   ] Not at all 

5. Lifting: 

• [   ]  Sedentary Work: Lifting 10 pounds occasionally with frequent sitting and occasional standing/walking. 
• [   ]  Light Work: Lifting 20 pounds occasionally with occasional sitting and frequent standing/walking.
• [X]  Medium Work: Lifting 50 occasionally, 25 pounds frequently with occasional sitting and frequent standing/walking.
• [    ]  Medium Heavy Work: Lifting 75 pounds occasionally, 35 pounds frequently with occasional sitting and frequent standing/walking.
• [   ]  Heavy Work: Lifting 100 pounds occasionally, 50 pounds frequently with occasional sitting and frequent standing/walking. 

The Forest Grove School District is an equal opportunity employer and provides services to the public on an equal opportunity basis and does not discriminate in employment or the provision of public services on the basis of race, color, religion, sex, sexual orientation, gender expression, gender identity, national origin, age, disability, political affiliation or belief, citizenship or marital status.

Persons having questions about equal opportunity and nondiscrimination should contact the Director of Human Resources at the Forest Grove School District, 503-359-2414.