Vancouver Public Schools Hiring for 10350-2021 Secretary Job at Vancouver, WA Full Time

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 spreadsheets




Willingness to learn new technology




Experience using Microsoft Office/Suite (including Word and Excel)




Experience using Microsoft Office/Suite (including Access and PowerPoint) preferred




Working knowledge and demonstrated experience with GroupWise, Absence Management, Pagemaker or similar desktop publishing programs, and Student Information System through Skyward is preferred

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

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

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 families, and practices the behaviors that are expected of all employees




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 program manager’s appointment calendars, sort and distribute mail and messages




Gather data and information on in-coming special education students




Prepare intake packets and review with the Program Manager




Distribute records to the appropriate school




Interface with families and the Transportation department regarding special education transportation




Provide the documentation to the transportation department and communicate the information to the families




Interface with the Washington State recognized private schools in order to facilitate special education referrals from those schools




Manage documentation of Private School referrals, complying with federal regulations, recording those referrals, and supporting special education staff that will be working with those private school students




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




Operate and maintain office machines and equipment (i.e., duplicator, calculator, adding machine, typewriter, FAX, computer terminal) and arranges for storage of equipment




Maintain clean and orderly work area

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




Create and accurately maintain records of fiscal accounts as necessary




Maintain accurate extended contracts for itinerant staff




Manage clinical supervision supplemental contracts for teachers and para-educators




Maintain 504 files

Create and accurately maintain inventory records for staff and employee rosters




Utilize records keeping processes that maintain class lists for self contained classrooms throughout the district




Manage the list of staff and their assignments for ALL special education staff

Ensure safety of students by following district policies and procedures for release of students, contacting parents, etc




Process Child Protective Services (CPS) reports




Maintain records of student suicide ideation and be a support to staff in times of student crisis as the need arises

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