Middle School Secretary - Monroe Middle School

Position Summary

This is a full-time, 1.0 FTE/ 8 hours per day position working on the CL-11 (226 days per full school year) schedule, Monday to Friday from 7:30am to 4:30pm.

• Performs a variety of office secretarial, bookkeeping and administrative duties which require a broad knowledge of administrative, secretarial and clerical practices and procedures.
• Serves as secretary to a Middle School principal and staff requiring a thorough knowledge of all school functions, procedures, building facilities, and applicable district and school rules, regulations and policies.
• Exercises 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.

• Take and transcribe dictation, often of a confidential nature, in shorthand or on Dictaphone. Type correspondence, memoranda, newsletter, minutes, reports and staff evaluations for one or more administrators which involves determining correct format, layout, grammar and editing of rough drafts.
• Assist in relieving superior of administrative details, which includes prioritizing and composing responses to routine correspondence. Assure proper correspondence layout, arrangement and grammatical composition.
• Receive and screen the Principal's telephone calls and visitors.
• Receive and respond to requests for information verbally or in writing. Obtain and provide responses for those situations where information is available and established procedures permit dissemination. Analyze unusual or complex 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.
• Schedule and coordinate meetings, appointments, interviews and other plans for administrative staff.
• Monitor student body accounts and funds. Receive and receipt all monies, balance receipts, prepare bank deposits, prepare monthly financial statements and reconcile monthly bank statements. Maintain double entry ledger of all funds.
• Receive and receipt all monies received at the school such as school store, cafeteria, fund raising, faculty fund, student body fees and activities. Prepare monthly financial reports. Write checks on demand on the student body fund, and monthly for accounts payable such as charge accounts and school store supplies.
• Requisition warehouse supply orders through computerized ordering system; receive and stock supplies; type purchase orders for outside vendors and assign budget account numbers. Monitor all approvals and purchases on district budget accounts.
• Compile preliminary annual budget and student body budget for presentation and decision-making; type final budgets.
• Monitor budget accounts assigned to the school; determine code allocation, post and balance revenue or expenditures; provide account status upon request; prepare monthly report.
• Receive and review food program applications; sell lunch tickets; receipt cafeteria monies; compile monthly reconciliation report.
• Maintain and distribute petty cash fund monies.
• Prepare large documents on the word processor such as student handbooks, curriculum guides, and teacher handbooks; store, edit, format, type, proof, print and distribute.
• Respond to students requiring medical attention in the absence of the school nurse; administer basic first aid and dispense medications according to direction from doctor or parent; arrange appropriate medical attention for students as required.
• Maintain record keeping system and files on a variety of data such as staff absences; compile data from many sources; verify, code entry and store for later retrieval and report preparation.
• Maintains regular and prompt attendance.
• Performs other related duties as assigned.

Required Knowledge, Skills and Abilities

Minimum Qualifications

• Three years recent experience in administrative secretarial work in a high public contact setting including supervisory or lead responsibilities preferably in a public school setting.
• Training and experience in bookkeeping with responsibility for multiple accounts.
• Bilingual proficiency and/or multicultural experience strongly preferred.

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.