Vancouver Public Schools Secretary in Vancouver, Washington

Secretary

8 hours per day, 10 months per year

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 GroupWise, Absence Management, Pagemaker or similar desktop publishing programs, and Student Information System through Skyward 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 compliance with procedural instructions

  • Maintain the building’s district portal, 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 (i.e., duplicator, calculator, adding machine, typewriter, FAX, computer terminal) and arranges for storage of 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 name/address changes, prior approval and travel requests, leave of absence and professional development

  • Provide oversight and management of the buildings’ procurement cards and grants

  • Receive and record money received through the school office

  • Create and accurately maintain records of building fiscal accounts

Recordkeeping and Reporting

  • Provide an accurate monthly class count and oversee the reporting of overload numbers

  • Create and accurately maintain records for attendance, registration, withdrawal, enrollment, 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:

  • Maintain records of injury and treatment and 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

  • Process Child Protective Services (CPS) reports

Other:

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

  • It is understood that the district has the right to transfer and assign employees to best fit the needs of the district.