Head Secretary at Portland Village School / Jobsxl

Head Secretary Portland Village School | Portland ORDepartment: Office Staff Reports to: Executive DirectorStatus: Exempt (salary) Full-time – benefitedCompensation: $32,000 – $36,000 Based on Head Secretary Salary ScaleStarting Date: November 18, 2019The Portland Village School seeks a service-oriented, friendly, and confidential head secretary to join our school community. The primary functions of this role are in support of the Executive Director and to oversee office activities in the furthering of our school mission: To advance an arts-integrated education that teaches respect and reverence by developing the head, heart, and hands in children from all backgrounds and cultures. Portland Village School (PVS) is a public Waldorf school of choice in the Portland Public School District, serving ~ 400 students in grades K-8. We have 40 staff members including a full time counselor and two administrators.

We offer an engaged school community with supportive and interactive parents and a caring and reflective staff committed to providing a joyous, reverent, child-centered education to all.The ideal candidate will have experience as a school secretary, and a strong background in working in a variety of capacities in schools. They will be service-minded, outgoing, flexible, and able to work both independently and collaboratively. Our head secretary must be able to triage tasks in real time, creatively solve problems, and interface equally well with students, parents, staff, district personnel and service providers. More than ordinary courtesy, tact and diplomacy are a requirement, as is confidentiality, good judgement and can do attitude.

ESSENTIAL REQUIREMENTS: 1 year of school secretary experience required (does not have to be head secretary experience) 3+ years of school secretary experience preferred (does not have to be head secretary experience) 4+ years of work experience in schools preferredBilingual/biliterate preferredMust be service oriented, outgoing, and personable Demonstrated integrity with staff, parents, and studentsConfidentiality and professionalism a mustAbility to effectively work and communicate with students, parents, and school personnel from diverse cultures or backgrounds in English, Spanish, or other languages related to the jobAbility to work harmoniously with others and take initiativeExcellent written and oral English communication skills and legible handwritingHigh School Diploma or equivalent, some college preferredConsistent and predictable attendance Must be able to pass pre-employment criminal justice fingerprint clearance and criminal background check. ESSENTIAL RESPONSIBILITIES: -Supports Executive Director and the Education Coordinator for the purpose of providing assistance with their administrative functions -Provides oversight, coordination and direction to classified office staff to meet daily operational needs -Responds to inquiries from staff, parents, students, public agencies, etc., by phone, email, letter and/or in person or directs inquiry to appropriate personnel for resolution-Orients substitutes and staff as required, regarding appropriate school practices.-Administers first aid and medication to students to meet their immediate healthcare needs -Maintains documents, files and records such as administrative records, building personnel records, student files, etc. to provide up-to-date reference and audit trail for compliance-Composes documents such as letters, e-mails bulletins, newsletters, etc.-Prepares documents and prepares written materials such as schedules, brochures, reports, memos, letters, etc. to communicate with parents, staff, students, district personnel, the public, & state officials-Processes documents and materials (i.e.

building mail, bulk mailings, daily staff and student attendance, time sheets, grades, purchase orders, key loan, facility use, work orders, etc.) for the purpose of disseminating information or materials to appropriate parties -Ensures website and calendar are up-to date and accurate -Supervises students for the purpose of monitoring students referred for disciplinary actions -Manages crisis situations in the office in the absence of administrators and/or makes referrals to appropriate persons or agencies -Evaluates situations (i.e. involving other staff, students, parents the public, etc.) for the purpose of taking appropriate action and/or directing to appropriate personnel for resolution -Monitors files, assigned activities and/or program components such as attendance, or Cumulative files for the purpose of ensuring compliance with procedural, financial, legal or administrative requirements -Coordinates a variety of programs and/or activities (i.e. task assignments, meetings, classroom and site staff coverage, building usage, building in-service day activities, workshops, travel and accommodations, graduation activities, etc.) for the purpose of ensuring availability of facilities and/or equipment and delivering services in conformance to established guidelines.-Compiles data and generates reports from a variety of sources (behavior data or attendance, etc.) for the purpose of complying with financial, legal and/or administrative requirements-Coordinates site activities to ensure compliance with established financial, legal and/or administrative requirements-Attends meetings as assigned for the purpose of conveying and/or gathering information required to perform functions.-Oversees volunteers for the purpose of ensuring appropriate procedures are followed-Performs other duties as assigned 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.Abilities: Works harmoniously with others. Partners with and communicate effectively with students, parents, and school personnel from diverse cultures or backgrounds in English, Spanish, or other languages related to the job. Detail oriented and flexible.

Works 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. Compensation and Benefits Salary range: $32,000 to $36,000 Employer paid medical and dental for employee Personal Time Off Public Employees Retirement System once vestedHOW TO APPLYPlease send complete application materials to jstackhouse@portlandvillageschool.org with Head Secretary Application in the subject line Resume indicating relevant experience in school setting as well as other relevant experience Cover Letter addressing how your experience relates to your ability to meet the essential responsibilities of this position 3 current professional references or letters of recommendation with current contact information Incomplete applications will not be consideredLocation: Portland Village School 7654 N. Delaware AVE, Portland, ORApplications accepted until November 12th 2019 or until the position is filled.

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