Elementary School Secretary - Yujin Gakuen Elementary School

Eugene, OR, US
Oct 21, 2020
Grade Level
Elementary School
This is a full-time 1 FTE/8 hours per day position working on the CL-10 (10 months per school year) schedule.

Experience with Japanese language and/or culture is preferred, but not required.

This position will be physically present at the worksite, and will be required to follow all public health protocols.

Performs a variety of office secretarial, bookkeeping and administrative duties which require a broad knowledge of both secretarial and clerical practices and procedures.
Serves as secretary to an elementary school principal and staff. The position requires a thorough knowledge of all school functions, procedures, building facilities, and applicable district and school rules, regulations and policies.

Exercise considerable discretion in the protection and release of confidential information and in the interpretation and administration of policies and procedures within guidelines set by the administrator.

Responsible for attendance, enrollment and transfer records, administration of the food program, maintenance of books for school funds and accounts, monitoring of budget status, administration of minor first aid and medications to students, and arrangements for building maintenance and security.

Essential Functions:
  1. Perform telephone and personal reception duties for all building staff; route calls and visitors.
  2. Receive and respond to requests for information verbally or in writing. Obtain and provide responses for situations where information is available and established procedures permit dissemination. Analyze unusual situations and refer to the appropriate position for resolution. Often assist in developing these responses. This may involve either substantial telephone contact, direct public interaction or correspondence. Presentation of a professional image for the authority is important in these relationships.
  3. Type correspondence, reports and memoranda from rough drafts. Assure proper correspondence layout, arrangement and grammatical composition, and preservation of confidentiality.
  4. Compose school-to-home communications, such as back to school packets, newsletters, fliers and reminders, which may include the scheduling and execution of compiling, typing, editing, paste-up, printing and distribution.
  5. Schedule and coordinate meetings and appointments for the principal. Schedule parent-teacher conferences.
  6. Maintain enrollment, transfer daily attendance records for students; compile information required for permanent student records. This may require the use of a computer terminal.
  7. Compile, summarize and calculate information and prepare all building, regional, district, state and federal reports as required in accordance with district policy and procedure.
  8. Administer the district school breakfast, lunch and milk programs; receive and receipt monies for the sale of tickets and issue student tickets; write charge and snack slips; receive and review federal lunch applications; maintain records of monies received and program participants to compile regular reports in accordance with district procedure; deposit monies.
  9. Maintain bookkeeping records for all school funds. Maintain ledger for various school accounts; receive and deposit associated monies. Balance receipts; prepare bank deposits, prepare monthly financial statements and reconcile monthly bank statements.
  10. Assist in relieving superior of administration details for program areas assigned. Prioritize tasks and compose responses to correspondence.
  11. Respond to student needs for medical attention in the absence of the school nurse. Determine degree of illness or accident and arrange for appropriate medical treatment. Dispense prescribed medicines to students as directed by the parents or doctor. Check for possible communicable diseases in the absence of the school nurse and report findings. May send students home or direct to medical attention in accordance with district policy. Complete school accident forms and report injuries to the district.
  12. Monitor Elementary School budget and accounts; determine code allocation, post and balance revenue or expenditures. Provide account status upon request, prepare monthly report, type annual budget. Prepare a variety of administrative paperwork including purchase orders, media orders and work orders.
  13. Schedule after-school use of the building for both school activities and public events; maintain records of building use and billing information.
  14. Maintain record keeping system and files on a variety of data such as staff absences, student attendance and accident reports.
  15. Receive, sort and distribute district and U.S. mail; arrange district and county courier deliveries.
  16. Serve as reference person for district and building personnel.
  17. Maintains prompt and accurate attendance,
  18. Perform other related duties as required.

Required Knowledge, Skills and Abilities:
Knowledge of secretarial and clerical practices and procedures including bookkeeping methods and procedures.
Ability to type at 60 wpm; ability to learn use and application of new computer hardware and corresponding software programs.

Ability to proficiently operate current office technology and equipment (e.g., computer systems, ten-key calculator, fax, copiers, etc.)

Working knowledge of district and school rules, regulations and policies applicable to area of assignment.

Ability to work effectively with district personnel, administrators, school staff, elementary aged students, volunteers, parents and the general public.

Ability to communicate effectively orally and in writing.

Knowledge of first-aid procedures; ability to learn proper methods of dispensing medications.

Ability to learn Elementary School enrollment, transfer, attendance and meal program record keeping systems and reporting requirements.

Ability to lead the work activities of subordinates.
Experience differentiating practices for diverse populations.
Ability to work effectively and collaboratively with diverse students, staff, and community populations.

Minimum Qualifications:
  1. Three years of recent experience in secretarial position requiring extensive public contact and interaction and a wide variety of secretarial and clerical duties including lead worker responsibilities.
  2. Previous training and experience in bookkeeping.
  3. Previous experience in public school secretarial work preferred.
  4. Bilingual proficiency and/or multicultural experience strongly preferred.

To view the complete job description visit: https://www.4j.lane.edu/hr/jobdescriptionsandclassif/classifieddescriptions/

Additional Information:

Complete application in its entirety. Incomplete applications will not be accepted or processed, there are no exceptions.

We do not accept walk-in, faxed, or applications via mail. All applications must be submitted using the GovermentJobs website. It is your responsibility to submit a complete application. Submitting an application does not guarantee any candidate an interview. Candidates are interviewed by appointment only. If you apply to more than one job, an application is required for EACH job posting.

ALL required documentation must be scanned and attached in order to submit an online application.

Upon offer of employment applicants must obtain a fingerprint clearance from the Oregon State Police Department and the FBI through a process authorized by the Eugene School District 4J. Applicants would be responsible for the one-time fingerprint clearance fee.

An Affirmative Action / Equal Opportunity Employer

The Eugene School District 4J does not discriminate on the basis of race, religion, ancestry, color, national origin, gender, age, disability, marital or family status, sexual orientation, gender identity in admission or access to the treatment of employment in its programs and activities as required by state and federal law. If you have any complaints, please contact the HR Department at (541) 790-7670.

It is the District's policy to provide qualifying veterans and disabled veterans with preference in employment in accordance with applicable law. Applicants wishing to claim veterans' preference must provide the following military documents verifying their eligibility:

Veterans : A copy of the applicant's Certificate of Release or Discharge from Active Duty (a federal DD Form 214 or 215), which shows character of service upon discharge OR a letter from the U.S. Department of Veterans Affairs indicating the applicant receives a non-service connected pension.

Disabled Veterans : A copy of the applicant's Certificate of Release or Discharge from Active Duty (a federal DD Form 214 or 215), which shows character of service upon discharge AND a copy of the applicants veteran's disability preference letter from the U.S. Department of Veterans Affairs (unless the information is included on the DD Form 214 or 215).

For veterans' preference to apply, the required military documents must be submitted to the District at the time of application submission.

Similar jobs

Similar jobs