Secretary, Secondary 12659-2025

Secretary, Secondary

8 hours per day, 12 months per year

Fair Labor Standards Act Status: Non-Exempt

We appreciate your interest in employment with Vancouver Public Schools (VPS). All applications are considered and reviewed. The most qualified and competitive applicant(s) that possess directly related experience and expertise, training, and education may be invited to participate in the interview/selection process. As part of the selection process, the District conducts confidential reference checks to include former and present employers and also requires a criminal background investigation. Unfortunately, due to the number of applications received, not all applicants will receive an interview.

Résumés should include education, relevant experience (including current position), and skills which highlight the qualifications of the position to which a person is applying.

All district employees are encouraged to review their personnel file periodically to ensure that their file includes current and relevant documentation that supports their degree, education or credits, experience, training, etc., as it relates to qualifications described on job postings.

Failure to submit a full application package will result in disqualification.

Internal applicants must have current transcripts or documentation to confirm education on file or included with the application.

External applicants must include transcripts or documentation to confirm education with application.

Qualifications :

• Possess a high school degree or comparable equivalent
• Minimum of two (2) years of secretarial-related experience which demonstrates ability to work independently, with a minimum of supervision, and function in a dynamic, fast-paced, continually changing environment with frequent interruptions, OR
• Documentation verifying an Associate's degree or credits from an accredited university, college, community college, or business school may be used to fulfill or help fulfill the two (2) years of job-related experience. Ninety (90) quarter or sixty (60) semester credits are equivalent to two full years of job-related experience.
• Recency (prior 10 years) and substance of work experience will be considered in determining applicant qualifications
• Experience which demonstrates excellent customer service abilities, interpersonal skills, team player attitude and the ability to manage situations
• Experience which demonstrates a high level of attention to, and management of, detailed information
• Experience which demonstrates strong organizational skills and the ability to meet deadlines
• Experience which demonstrates excellent problem solving, analytical, and conflict management skills and demonstrated ability to think quickly
• Experience which demonstrates excellent written communication skills and which demonstrates the ability to compose and proof correspondence
• Experience which demonstrates working with numbers and demonstrates knowledge of fiscal and bookkeeping procedures and processes
• Experience in working with statistical or accounting reports, creating and editing worksheets
• Experience using Microsoft Office/Suite (including Word and Excel)
• Experience using Microsoft Office/Suite (including Access and PowerPoint) preferred
• Willingness to learn new technology
Working knowledge and demonstrated experience with Gmail, Absence Management, Pagemaker or similar desktop publishing programs, and Student Information System through Synergy is preferred

Knowledge, Skills and Abilities:

• Ability to interpret written/oral directives and to apply district rules, regulations, procedures, and policies
• Ability to understand, recognize, and protect highly confidential information
• Ability to advance and adapt with technological changes and work with program applications
• Ability to operate office machines and equipment
Ability to effectively communicate with and appreciate individuals from diverse, socio-economic backgrounds

Other Requirements:

• Ability to lift and move moderately sized objects up to 50 pounds
Regular attendance to carry out the duties and responsibilities of the position to achieve program requirements

Essential Functions:

Office Management:

• Treats co-workers, supervisors, students, parents and others with dignity and respect at all times
• Serves as a positive role model for students, and practices the behaviors that are expected of our students
• Works in a flexible and cooperative manner
• Answer telephone and walk-in inquiries from students, staff and the public, forward messages and direct visitors
• Maintain appointment calendars, arrange for certificated and classified substitute employees, direct the work of employees, students or volunteers, and monitor students that are being disciplined, sort and distribute mail and messages
• Gather and compile information/data for the development or completion of reports, special projects and decision-making processes
• May compose materials, to include reports, correspondence, announcements, notices, checks, certificates, contracts, and other material from verbal direction or from written draft, proof material for accuracy of format, grammar, typing and in compliance with procedural instructions
• Maintain the building's webpage
• Will assist the building technology support specialist to maintain and update building webpage
• Create building newsletter and update student handbook
• Serves as the building’s Records Coordinator in ensuring compliance with the district’s records retention procedures and guidelines
• Operate and maintain office machines and equipment and arranges for storage of building equipment
• Arrange bell schedule and issue building keys
Maintain clean and orderly work area

Payroll and Fiscal:

• Ensure accuracy and timely reporting of hours, rates, and budget numbers, to include the Staff Allocation Program (SAP), for payroll and building purposes
Prepare building payroll and absence reports; process forms for building staff including leave of absence requests

Recordkeeping and Reporting:

• Provide an accurate monthly class count and oversee the reporting of overload numbers
• Create and accurately maintain records for class schedules, course histories and graduation
• Accurately maintain records for Alternative Learning Requirements
• Complete monthly Alternative Learning Requirements reports
• Oversee Running Start monthly documentation
• Oversee the reporting requirements of magnet programs
• Utilize the Student Information System (SIS) to run class lists, reports, schedules input grade changes, waivers, discipline records, and check and enter credit requirements on student transcripts
• Create and accurately maintain inventory records for inventory, staff and employee rosters
Oversee the reporting requirements of magnet programs

Event Planning and Coordination:

• Oversee the planning of field trips and ensure compliance with district guidelines
Assist with coordination of other activities or events that involve students, staff, other schools and the administration offices, purchase supplies/material, and coordinate volunteer help

Health and Safety :

• Reviews the medication requirement and provides emergency health care as required for student received in the health room; maintain record of injury and treatment
• Under authorization of the school nurse may dispense prescribed medications
• Provide emergency health care for students contacting nurse and/or parent for serious or contagious health problems
• Ensure safety of students by following district policies and procedures for release of students, contacting parents, etc, including checking identification of individuals requesting to pick up students from school
Process Child Protective Services (CPS) reports

Other:

• Performs other tasks and assumes other responsibilities as assigned by administrator in alignment with their job classification

Benefits/Compensation:

Salary range: New employees will start at the minimum hourly rate in the salary range. However, employees who have verified prior years of service in a similar occupational status from other Washington School Districts or Education School Districts, may receive experience credit towards salary placement.

Benefits: Employees who are anticipated to work at least 630 hours may be eligible for health, dental, vision, flexible spending accounts, life, and disability insurance benefits. .

Retirement: Employees may be eligible for retirement benefits through the Washington State Department of Retirement Systems (DRS). Eligibility is based on FTE. .

Time Off: Vancouver Public Schools offers paid holidays and paid time off, including but not limited to, sick, vacation, personal, and bereavement leave. Additional negotiated leave options can be found in the associated Comprehensive Professional Agreement (CPA) for this position VAESP CPA .