Administrative Assistant IVLakeridge High School JOB SUMMARYThe Administrative Assistant IV position is the lead secretary assigned to a principal in a high school or a lead secretary to a department director, providing secretarial, clerical and administrative assistance at a high skill level. The individual acts as an office facilitator between students, parents, staff, various external agencies and the community. Position regularly and effectively works with shifting priorities and workload deadlines.
ESSENTIAL DUTIES AND RESPONSIBILITIES:
Essential duties of this position include the following tasks. Employees in this position perform some or all of the following tasks. Other duties may be assigned at any time. Demonstrates knowledge and understanding of all district policies and procedures. Performs a variety of administrative tasks, including answering telephones, routing telephone calls or messages to appropriate staff, operating general office machinery, typing, proofreading, filing and handling all incoming and outgoing mail, parcels and other items. Screens and schedules appointments/meetings and maintains daily calendar for the administrator(s).Composes and edits correspondence, memos, minutes of meetings, newsletters, and reports of various kinds, including detailed statistical and confidential materials; prepares materials for presentations and meetings. Maintains and updates school/department website; coordinates with Information Technology staff to resolve issues. Collects data and prepares reports, including employee leaves, requisitions, payroll, and budget information. Researches materials and orders and processes requisitions for school/department. Coordinates substitute requests using the current software program(s) and ensures coverage for absent employees daily. Completes a high volume of computer data entry work, using district computer programs, to input a high volume of data with speed and accuracy, including confidential data, in an environment with constant interruptions. Appropriately maintains and secures confidential records and inquiries. Maintains accurate student records electronically and in printed format including attendance records, new/transfer student registrations, student withdrawals, immunization records, student grades and transcripts and progress reports/report cards. Alerts parents and principal as necessary to address problems. Administers general first aid and assists during medical emergencies. Assists in administering medications to students within the scope of employee training, district policy(ies) and state and federal law. Supervises ill students. Assists students with needs, requests, discipline problems, and other physical and emotional needs. Organizes and coordinates special events and seasonal activities, such as orientations, graduations, department trainings, staff check in/out procedures, etc. Coordinates with facilities staff regarding custodial and maintenance building needs, including emergency preparedness and safety procedures, keys and access cards. Consistent, daily and punctual attendance. NON-ESSENTIAL DUTIES AND RESPONSIBILITIESNon-essential duties of this position include the following tasks. Employees in this position perform some or all of these tasks. Other duties may be assigned at any time. Operates and troubleshoots various office equipment including telephones and photocopy machines. Coordinates maintenance and orders supplies. Assists with workload of other clerical staff as needed or required. Attends in-service trainings, staff meetings and other meetings as assigned. Schedules use of building(s).Communicates information about district, school and/or departmental policies and procedures to students, staff, parents and patrons. Reports issues to the principal and the appropriate authorities including safety, sanitary and fire hazards, vandalism, thefts and errant wildlife. Trains new employees, substitutes, and students or community volunteers.
OTHER REQUIREMENTS:
Consistently follows all applicable federal and state laws and all district policies, rules and supervisor directions. Observes ergonomics of sedentary office work including placement of computers and monitors, and sitting alignment. Observes proper lifting techniques and other strategies to avoid accidents and personal injury while performing job duties. Performs other duties as assigned. SUPERVISORY RESPONSIBILITIESThe Administrative Assistant IV position may be responsible for directing the duties of other clerical staff in the office. This position may provide various types of student supervision including in-office monitoring and assisting students from one to another location. All school employees have some responsibility for supervising students and assisting in maintaining a safe environment.
QUALIFICATIONS:
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.
Education and/or Experience: High school diploma or GED is required. An Associate Degree in a related field or two (2) years of college/university preferred; or equivalent combination of education and experience. Previous training in the administrative assistant field is required and three (3) years working as an office assistant or related experience is required. Bookkeeping/accounting and payroll experience are preferred. School-based experience is preferred.
Interpersonal Skills: Works well with others from diverse backgrounds. Focuses on solving conflict, maintaining confidentiality, listening to others, keeping emotions under control, remaining open to others' ideas and contributing to building a positive team spirit. Demonstrates the ability to remain calm and professional in an environment with frequent interruptions. Interacts with staff and students appropriately.
Language Skills:
Ability to communicate English fluently both verbally and in writing, including proficiency in spelling and grammar. Ability to respond to common inquiries or complaints from students, parents, staff, regulatory agencies, vendors and members of the community. Ability to read and interpret documents including governmental regulations, safety rules and operating and maintenance instructions/ instruction manuals. Ability to prepare routine reports and correspondence with high degrees of accuracy and professionalism.
Mathematical Skills: Ability to add, subtract, multiply and divide in all units of measure, using whole numbers, common fractions and decimals. Ability to calculate rates, ratios, percentages and proportions. Ability to read and interpret various charts, bar graphs and similar visual data depictions.
Reasoning Ability: Ability to apply common sense understanding to carry out instructions furnished in oral, schedule or diagram form. Ability to deal with problems involving more than one variable.
Computer Skills: Ability to effectively use office computers and internet access for email, research, word processing, database manipulation, visual presentations and general web-based applications.
Other Skills and Abilities:
Ability to exercise good judgment and work effectively in a dynamic environment. Certificates, Licenses, Registrations: A valid Oregon Driver's License and a valid First Aid Card are required. Must have or be able to obtain various certificates, licenses and/or registrations as required by federal, state or local law(s) and/or determined by the district. PHYSICAL EXPECTATIONSThe physical expectations described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations will be made to enable individuals with disabilities to perform the essential functions. When performing the duties of this job, the employee is regularly required to talk, see, or hear. The employee is frequently required to walk stand, sit, use fingers and hands for fine manipulation, handle or feel, reach with hands and arms and move around inside and outside of buildings. The employee is occasionally required to, push, pull, bend, stoop, crawl, kneel and crouch. The employee must lift and/or move up to 35lbs. The employee may occasionally climb stairs or ladders. The employee must have, with or without vision correction, close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus. WORK ENVIRONMENTThe work environment is a standard school office setting. The noise level of the work environment is usually low to moderate, but occasionally high depending upon the location, the student population and current activities. The employee occasionally will be required to supervise children during the arrival/departure and recess. The employee is occasionally exposed to wet or humid conditions and outdoor weather conditions, including seasonal heat and cold. The employee may occasionally be exposed to contagious diseases, bodily fluids and blood-borne pathogens. The employee may be exposed to a variety of cleaning agents and some hazardous chemicals and fumes.
Equal Opportunity Employer:
The Lake Oswego School District is committed to being an antiracist, Equal Employment Opportunity and Affirmative Action employer. It is the policy of the Lake Oswego School Board of Education that there will be no discrimination or harassment of individuals or groups in state and federal protected
