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Beaverton School District
Beaverton School District

Beaverton Schools

Secretary to Chief Officer

Administration Center

Purpose:

The Secretaries to the Chief Financial Officer (CFO), Chief Information Officer (CIO), Chief Human Resource Officer (CHRO) and Chief Academic Officer (CAO) perform a variety of complex executive-level secretarial and administrative duties to ensure the efficient operation of senior District administration.

Reports to:

Chief Officer

Nature & Scope:

The Secretary to the Chief Officer works independently, performing work of a regular and recurring nature under close supervision. The nature of the work requires adherence to statutes, policies, procedures and contractual agreements. The work requires regular independent judgment, the ability to independently prioritize and organize work, and to coordinate activities of a senior leader. The incumbents routinely interface with District and school administrative staff, and the public.

Essential Job Functions:

  1. Conducts oneself in the best interest of students, in accordance with the highest traditions of public education and in support of the District’s mission.
  2. Coordinates office operations for a District Chief Officer, including serving as office manager and point-person for the activities of the office. Oversees department’s task schedule.
  3. Manages the Chief’s calendar. 
  4. Provides secretarial support to the Chief Officer. Drafts and edits correspondence, reports and other documents, including documents with confidential or proprietary information.  Screens incoming calls. Responds to inquiries, concerns and complaints. May also manage the Chief’s email and correspond with other parties on behalf of the Chief.
  5. May oversee the budget operation for the department, including entering data, balancing expenditure accounts, monitoring the budget, preparing reports and serving as primary liaison to other District departments with respect to budgetary matters.
  6. Serves as lead on departmental attendance, including verifying attendance, tracking staff absences and ensuring temporary substitutes for absent staff members.
  7. Ensures sufficient office supplies, including tracking supply usage, submitting purchase orders for replenishments and ensuring proper approvals, coding and records.
  8. Manages the department calendar.
  9. Secures required spaces for meetings and events; arranges transportation, lodging and other logistical matters; and maintains records of meetings.
  10. Orients new department hires, including securing computers and workspaces and introducing new hires to departmental policies and procedures.
  11. Serves as primary liaison between Chief Officer and other District departments and schools, including principals, secretaries, school staff and the general public.
  12. Maintains detailed departmental records, both computerized and manual, and creates accurate reports on that basis. Develops various administrative forms, notices and lists.
  13. Trains and/or directs the work of other classified employees, students, substitutes, or volunteers.
  14. Assists in developing office procedures, routines and filing systems.
  15. Ensures tidiness of the departmental physical spaces.
  16. Conducts follow-up reports on behalf of the Chief, including monitoring due dates and actions required on a periodic basis; keeps Chief Officer informed as necessary.
  17. Maintains effective working relationships with other members of the Department as well as other school personnel and community members, including those from diverse cultures or backgrounds or those who speak limited or no English.
  18. Complies with all procedures outlined in the Code of Professional Conduct and Annual Notices for Education Practitioners, Teachers, Support Staff, Administrators, Substitutes Handbook and all other Beaverton School District Policies and Procedures.
The statements contained above reflect general details as necessary to describe the principal functions of this job but should not be considered an all-inclusive listing of work requirements. Individuals may at times perform other duties as assigned which could include work in other functional areas to cover absences or relief, to equalize peak work periods or otherwise to balance the workload.
 

Required Qualifications:

  1. Must possess an Associate’s Degree.
  2. Must possess three years of secretarial and administrative support experience.
  3. In lieu of #1 and #2, must possess five years equivalent combination of education and experience necessary to perform the job functions.
  4. Must possess comprehensive knowledge of modern office procedures and standard software platforms.
  5. Must possess knowledge of bookkeeping practices and procedures.
  6. Must be capable of operating standard office equipment.
  7. Must be able to type 70 words per minutes.
  8. Must possess excellent written and oral communications skills.

Working Conditions:

The Secretary to the Chief Officer works primarily within an office environment. The work environment is often controlled and quiet, but will also frequently include moderate to loud noise. The work environment may include exposure to unpleasant interior temperatures, dirt, and communicable diseases. The work requires regular focus on a computer screen and precise control of fingers and hand movements. Bending, stooping, kneeling and lifting up to 20 pounds and may also be required on occasion.

Work Year: 12-month
Bargaining Unit: Non-represented
FLSA Status: Non-Exempt
Date Approved: November 26, 2018
Date Revised: November 26, 2018

The Beaverton School District recognizes the diversity and worth of all individuals and groups. It is the policy of the Beaverton School District that there will be no discrimination or harassment of individuals or groups based on race, color, religion, gender, sexual orientation, gender identity, gender expression, national origin, marital status, age, veterans status, genetic information or disability in any educational programs, activities or employment.