Secretary to the Deputy Superintendent
Superintendent’s Office
Purpose:
The Secretary to the Deputy Superintendent performs a variety of complex senior level secretarial, administrative and clerical duties to ensure the efficient operation of District administrative operations.
Reports to:
Deputy Superintendent
Nature & Scope:
The Secretary to the Deputy Superintendent works independently, performing work of a regular and recurring nature under general supervision. The nature of the work requires adherence to statutes, policies, procedures and regulations. The work requires regular independent judgment, the ability to independently prioritize and organize work, and to coordinate activities of major programs and projects. The incumbent interfaces with District and school administrative staff, the public and outside professionals.
Essential Job Functions:
- 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.
- Coordinates office operations for the Deputy Superintendent, including assisting with administrative tasks, developing office forms and procedures, and processing forms, notices, orders and lists for specialized division activities.
- Serves as primary point of contact between Deputy Superintendent and other school and District personnel, including principals, secretaries, school staff and the general public.
- Screens incoming calls, mail, electronic correspondence and visitors, and determines and their relative priority.
- Responds to inquiries, concerns and complaints with detailed information concerning established department, division or District services.
- Composes detailed letters and reports from instructions or notes.
- Works closely with the Community Involvement Office to coordinate various inter-departmental and public matters, including providing communications resources, advising news media of committee activities and coordinating documents.
- Trains, mentors and/or directs the work of other classified employees, students, or volunteers.
- Creates, maintains, coordinates and updates associated department webpages.
- Edits and formats correspondence and documents that include proprietary and confidential information.
- Assists in developing office procedures, routines and filing systems.
- Obtains information for special projects by compiling data from various sources and preparing summary reports as directed, including analysis, data interpretation, and statistical calculations and tabulations in accordance with established formulas.
- Maintains Deputy Superintendent’s calendar, including scheduling appointments, meetings, and itineraries; arranges transportation, lodging and other logistical matters.
- Assists in preparing budgets, including preparing statistical reports and schedules.
- Processes purchase orders and requisitions, ensuring proper approvals, coding and records.
- Conducts follow-up on reports, including monitoring due dates and actions required on a periodic basis; keeps deputy superintendent informed as necessary.
- Conducts major clerical projects independently, prioritizing tasks to meet deadlines while maintaining accuracy and attention to detail.
- Coordinates repair and maintenance of department equipment.
- 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.
- 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.
Required Qualifications:
- Must possess an Associate’s Degree.
- Must possess three years of secretarial and administrative support experience.
- In lieu of #1 and #2, must possess five years equivalent combination of education and experience necessary to perform the job functions.
- Must possess comprehensive knowledge of modern office procedures and standard software platforms.
- Must possess knowledge of bookkeeping practices and procedures.
- Must be capable of operating standard office equipment.
- Must be able to type 70 words per minutes.
- Must maintain working knowledge of multiple software packages.
- Must possess excellent written and oral communications skills.
Working Conditions:
The Secretary to the Deputy Superintendent 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, communicable diseases, and distraught or difficult individuals. The work requires regular focus on a computer screen and precise control of fingers and hand movements. Occasional attendance at meetings or activities outside of normal working hours will also be required. Bending, stooping, kneeling and lifting up to 20 pounds and may also be required on occasion. Potential exposures include but are not limited to: blood-borne pathogens; allergens; dirt; odors; and dust.
Work Year: 12-month
Bargaining Unit: Non-represented
FLSA Status: Non-Exempt
Date Approved: November 26, 2018
Date Revised: November 26, 2018