Position Type:
Secretarial/Clerical/ Student Services Secretary

Date Posted:
2/16/2024

'); 'Location:
Student Services

Date Available:
TBD

Closing Date:
When Filled

One-year experience in clerical work.

Knowledge of office methods, practices, and procedures.

Knowledge and skills in business English, writing, and mathematics.

Knowledge of computer operations, software, and equipment.

Ability to type with speed and accuracy.

Ability to become familiar with and apply school rules and regulations.

Ability to maintain a high level of confidentiality regarding students, staff, and family.

Ability to prepare and maintain complete and accurate records and reports.

Ability to solve problems, make independent decisions, and comply with strict deadlines.

Ability to communicate effectively.

Ability to maintain cooperative relationships with fellow employees, staff, students, and the general public.

Ability to understand and carry out oral and written instructions with limited supervision.

Perform receptionist responsibilities, including telephone and personal contacts. Respond to staff questions, field transportation questions or problems and investigate outside school requests for records.

Respond to all records requests from outside districts, DHS and legal documentation: verify attendance in our district and remove or change status from databases.

Track all requests for records initiated by our district. Follow up on existence of SPED records by contacting previous schools via phone and fax.

Process SST agendas weekly from all buildings: enter any new students into database, create file, and assign staff.

Process new special education files to our district: review records, enter data into system, create working files for appropriate staff, and verify if data is current, complete and legal for State of Oregon.

Process all IEP/Eligibility: verify information in data systems, check for errors, scan and file.

Maintain special transportation for all specialized students within district and out of district placement, Early Intervention/Early Childhood Special Education and Extended School year (in excess of 130 students): create transportation request, email staff and transportation regarding request, update changes as they occur, correspond with out-of-district schools for calendars, contacts, and protocols.

Prepare monthly program detail reports for Special Education and 504 status: validate tagged students on a monthly basis at all schools, send out reports monthly to staff.

Respond to staff emails.

Maintain medical protocols.

Assist Director of Students Services and Director’s Secretary with staff development preparation.

Assist with census preparation, data verification and submissions.

Collect working files to redistribute to appropriate case managers.

Supervise and track staff that is checking out original behavioral files to ensure the files are returned.

Resume

Letter of interest

Supportive application documents or letters of recommendation may also be included.

Position: Student Service Secretary
Full-time position - 210 days per year

Job Statement: The purpose of the Student Services Secretary is to provide technical support and assistance, under close supervision, to a team of teachers, a licensed supervisor, or an administrator in a specific department or program.

Qualifications:

• One-year experience in clerical work.
• Knowledge of office methods, practices, and procedures.
• Knowledge and skills in business English, writing, and mathematics.
• Knowledge of computer operations, software, and equipment.
• Ability to type with speed and accuracy.
• Ability to become familiar with and apply school rules and regulations.
• Ability to maintain a high level of confidentiality regarding students, staff, and family.
• Ability to prepare and maintain complete and accurate records and reports.
• Ability to solve problems, make independent decisions, and comply with strict deadlines.
• Ability to communicate effectively.
• Ability to maintain cooperative relationships with fellow employees, staff, students, and the general public.
• Ability to understand and carry out oral and written instructions with limited supervision.

Major Responsibilities and Duties:

• Perform receptionist responsibilities, including telephone and personal contacts. Respond to staff questions, field transportation questions or problems and investigate outside school requests for records.
• Respond to all records requests from outside districts, DHS and legal documentation: verify attendance in our district and remove or change status from databases.
• Track all requests for records initiated by our district. Follow up on existence of SPED records by contacting previous schools via phone and fax.
• Process SST agendas weekly from all buildings: enter any new students into database, create file, and assign staff.
• Process new special education files to our district: review records, enter data into system, create working files for appropriate staff, and verify if data is current, complete and legal for State of Oregon.
• Process all IEP/Eligibility: verify information in data systems, check for errors, scan and file.
• Maintain special transportation for all specialized students within district and out of district placement, Early Intervention/Early Childhood Special Education and Extended School year (in excess of 130 students): create transportation request, email staff and transportation regarding request, update changes as they occur, correspond with out-of-district schools for calendars, contacts, and protocols.
• Prepare monthly program detail reports for Special Education and 504 status: validate tagged students on a monthly basis at all schools, send out reports monthly to staff.
• Respond to staff emails.
• Maintain medical protocols.
• Assist Director of Students Services and Director’s Secretary with staff development preparation.
• Assist with census preparation, data verification and submissions.
• Collect working files to redistribute to appropriate case managers.
• Supervise and track staff that is checking out original behavioral files to ensure the files are returned.

Job availability: D?ate to be determined (Late May or early June 2024) Will update once determined.

Hourly rate: Range: $22.71 - $28.76
(Salary placement is dependent upon experience)

Required Documents:

• Resume
• Letter of interest
• Supportive application documents or letters of recommendation may also be included.

**Please note: There is a $68.00 Fingerprint-based Background Check fee payable to the Oregon Trail School District at the time of hire in addition to the $12.50 fingerprinting fee charged by Fieldprint.**

District/School Profile: Available at web site: www.oregontrailschools.com

Oregon Trail School District is an Equal Opportunity Employer and educator. Reasonable accommodations for application opportunity will be provided upon request to the Personnel Department (503) 668-5541. Speech/hearing impaired assistance is available through Oregon Relay at 1-800-735-2900.