Secretary Jobs in Springfield, OR (NOW HIRING)

The person in this position works under the general supervision of the Building Administrator and serves in a dual role as Head Secretary and Instructional Assistant at Junction City Options School. This position provides a wide variety of administrative, technical, and student support services, including handling confidential information, maintaining office systems, and assisting with daily school operations.

This position requires strong organizational, communication, and problem-solving skills, as well as the ability to exercise independent judgment in situations where established procedures or precedent may not exist. The employee must manage multiple responsibilities simultaneously and work effectively under daily time constraints and work pressures.

As the Head Secretary, responsibilities include providing high-level administrative support to the Building Administrator, maintaining records, communicating with students, families, and staff, coordinating office operations, and performing other related duties as assigned.

As an Instructional Assistant, the employee may work in a variety of educational settings, including general education and special education classrooms. Responsibilities include providing academic and behavioral support to individual students and small groups, assisting with instructional activities, preparing classroom materials, supervising students during lunch and passing periods, and supporting student success through positive relationships and intervention strategies.

Additional duties may be assigned by the Building Administrator to support the educational and operational needs of the school.

Essential Duties And Responsibilities

Employees in this position perform some or all of the following tasks. Other related duties as assigned.

1. Demonstrates regular and acceptable attendance and punctuality, as set forth in Board policy.
2. Be familiar with and adhere to all relevant Board policies, administrative regulations, and building rules.
3. Interacts thoughtfully and courteously with students, staff, parents, and community members, resolving conflicts in a professional manner.
4. Works independently and collaboratively with staff and students to support school operations and student success.
5. Attends staff meetings, in-service trainings, workshops, and completes all required mandatory trainings.
6. Maintains student, parent, and staff confidentiality and exercises sound judgment when handling sensitive information.
7. Communicates clearly and effectively, both orally and in writing.
8. Completes required logs, forms, reports, records, and other documentation accurately and in a timely manner.
9. Reports safety, sanitary, fire, health, and security concerns immediately to the appropriate supervisor or agency.
10. Operates and troubleshoots office technology and equipment, including computers, printers, copiers, scanners, and software applications. Demonstrates proficiency with Google Workspace, Microsoft Office applications, student information systems, and other district software.
11. Prepares, processes, and maintains correspondence, reports, student records, attendance records, transcripts, registration documents, and other school-related documentation.
12. Serves as a receptionist by greeting visitors, answering phones, responding to inquiries, and directing individuals to appropriate staff members or resources.
13. Organizes and distributes mail, materials, supplies, and information, including confidential documents.
14. Monitors inventory and assists with ordering and maintaining office, classroom, and health room supplies.
15. Coordinates meetings, conferences, school events, community outreach activities, and other programs as assigned.
16. Maintains student records and cumulative files in accordance with district procedures and state and federal regulations.
17. Registers and enrolls students, processes registration documentation, facilitates student withdrawals and transfers, and serves as a liaison with other schools and districts.
18. Generates transcripts, report cards, progress reports, attendance reports, truancy notifications, academic awards, and other student-related records and communications.
19. Maintains attendance records, monitors attendance concerns, communicates with families regarding absences and tardies, conducts follow-up on chronic absenteeism, and processes required attendance and truancy documentation.
20. Assists with scheduling, data entry, and maintaining student information systems.
21. Maintains current First Aid/CPR certification and provides first aid, health room support, medication management, accident reporting, and required health documentation in accordance with district policies and health management plans.
22. Notifies appropriate staff regarding student needs, including special education, 504 plans, TAG services, health concerns, and behavioral supports.
23. Under the direction of a licensed teacher, assists in planning and implementing instructional activities designed to reinforce academic, behavioral, social, and functional skills.
24. Provides academic and behavioral support to individual students and small groups in general education and special education settings.
25. Assists students in developing positive interpersonal relationships, self-confidence, self-management skills, and appropriate social behaviors.
26. Observes student performance and behavior, maintains appropriate records, and communicates concerns regarding student progress, safety, attendance, or discipline to supervising staff.
27. Assists with behavior management, conflict resolution, and restorative practices while serving as a positive role model for students.
28. Prepares instructional materials, learning resources, visual aids, certificates, and classroom supplies as needed.
29. Supervises students in classrooms, hallways, common areas, lunch periods, passing periods, school activities, field trips, and before- and after-school settings to ensure safety and appropriate behavior.
30. Maintains a safe, positive, and orderly learning environment and assists in maintaining discipline in the absence of the teacher.
31. Assists students with technology, learning materials, assignments, and educational activities as directed by licensed staff.
32. Facilitates student volunteers, locker assignments, and other student support programs as assigned.
33. Assists with athletic registration systems, calendars, impact testing programs, and other school activities as assigned.
34. Performs other related duties consistent with the position and assignment as directed by the Building Administrator.

Supervision

Instructional assistance is provided under the professional guidance of a teacher who is responsible for discussing and preparing lesson plans and approving instructional techniques. Administrative supervision and evaluation is provided by the building principal or other administrative supervisor.

Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Education and Experience
  • High school diploma or GED required; Associate's degree or equivalent college coursework preferred.
  • At least one year of related clerical, administrative, educational support, or customer service experience, or an equivalent combination of education and experience.
  • Prior successful experience working in a school setting is strongly preferred.
  • Ability to accurately enter, retrieve, and maintain computerized data and records.
  • Meets applicable state and federal qualification requirements for educational assistant positions.
• Interpersonal Skills
  • Demonstrates the ability to work effectively with students, staff, families, and community members from diverse backgrounds.
  • Maintains confidentiality and professionalism in all interactions.
  • Resolves conflicts appropriately and contributes to a positive, collaborative team environment.
  • Demonstrates flexibility, patience, and the ability to successfully manage multiple tasks and priorities in a fast-paced environment.
• Communication Skills
  • Ability to communicate fluently and effectively in English, both orally and in writing.
  • Ability to present information clearly and respond appropriately to questions from students, parents, staff, and community members.
  • Ability to read, interpret, and apply information from documents including IEPs, 504 Plans, lesson plans, safety procedures, district policies, operating manuals, correspondence, and governmental regulations.
  • Ability to prepare reports, correspondence, and other written communications with accuracy and professionalism.
• Mathematical Skills
  • Ability to perform basic mathematical calculations, including addition, subtraction, multiplication, division, percentages, ratios, and fractions.
  • Ability to interpret data, charts, graphs, and reports and apply mathematical concepts to practical situations.
• Reasoning and Problem-Solving Skills
  • Ability to apply common-sense understanding to carry out written and verbal instructions.
  • Ability to exercise sound judgment, prioritize responsibilities, and solve problems involving multiple variables in a dynamic school environment.
  • Ability to work independently while maintaining accuracy and attention to detail.
• Technology Skills
  • Proficiency in the use of computers, email, internet applications, Google Workspace, Microsoft Office applications, student information systems, and other district software.
  • Ability to learn and effectively utilize new technology and software systems.
  • Ability to type accurately and efficiently.