Administrative Assistant IV - Registrar - Multnomah Education Service

Helensview School is an accredited school that provides individualized instruction and specialized support services for youth ages 12-21 who have dropped out of school or are experiencing chronic attendance / behavioral issues. Helensview School provides multiple pathways to graduation with a standard diploma, academic, social service, and connection to post-secondary options. Students can access dual credit (on-campus agreements with multiple universities), Career and Technical Education (CTE) (6 approved programs of study including culinary, beats making and construction), and on-site job training through our seven student businesses. Helensview serves an ethnically diverse student population and seeks candidates with experience working in racially and ethnically diverse settings. 

At Helensview 75% of our students identify as non-white and over 40% identify as Black or African American.  We strongly value hiring staff who reflect the diversity of our students.  

We also provide support and opportunity for our Administrative Assistants who have interest in pursuing positions as teachers, counselors, or social workers and also for those who have interest in pursuing other education or certification goals.  

Candidates who are interested in pursuing an undergraduate degree or advanced degree in Special Education or other teaching or professional license/credential through our Multnomah Educators Rising program are strongly encouraged to apply. Sponsorship and on-site mentorship can be provided by Helensview and MESD.

MESD and the MEA union are currently engaged in contract negotiations and the salary listed in this job posting reflects the rate for the 2023-24 school year. Upon ratification of the collective bargaining agreement, salary adjustments will be made for the 2024-25 school year as applicable.

Department: Student Services

Program: Helensview School

Reports to: Building Administrator(s)

Classification/Range: Classified, Range 12

Schedule: 210 days per year, 8 hours per day

Start date: Mid August (2024-2025 School Year)

POSITION PURPOSE:

Coordinates and provides secretarial, technical, research, and office services; serves as confidential secretary to the school principal and serves as school registrar; and performs designated administrative duties to support school and/or program operations.  Typical duties depend on specific assignments and may include the composition of detailed business correspondence and meeting minutes; coordination of various interdepartmental and public matters; serving as a key contact person for the school and/or program; preparation of detailed records, contracts, personnel actions, research, and administrative reports; and may provide support in the budgeting process.

NATURE & SCOPE:

This position is subject to board policies, administrative rules and procedures, department regulations, and applicable state and federal statutes. It does not carry any administrative authority or responsibility.

DISTINGUISHING CHARACTERISTICS:

This is the senior-level class in the Administrative Assistant series and is distinguishable from the Administrative Assistant III by its breadth of knowledge and level of responsibility. Incumbents perform more complex and specialized tasks of a confidential and/or sensitive nature and designated administrative tasks requiring detailed knowledge and understanding of program and/or school and MESD functions, policies, and procedures, and technical expertise to maintain/update website content.  Incumbents also exercise more independent judgment in problem-solving and coordinating assigned duties than incumbents at the Administrative Assistant III level.

The Administrative Assistant IV classification is distinguished from the higher level of classification of Administrative Assistant V as the latter performs highly complex and specialized administrative and secretarial tasks, including work of a highly confidential and/or highly-sensitive and technical nature, for a Director or other department head, and provides budget and/or contracting support for a program, school, and department.  In contrast, the Administrative Assistant IV provides administrative and secretarial support, including work of a sensitive, confidential and technical nature for a school principal or program coordinator, and incumbent may provide budget support for a school or program.        

ESSENTIAL JOB FUNCTIONS:

1. Coordinates the office operations of a school principal or supervisory staff.  Assists with the administrative tasks involving personnel, budgets, program monitoring, resources, transcripts and records (for current and former students), contract administration, student enrollment, and student transportation. 
2. Performs a wide variety of moderately complex confidential administrative and secretarial support for principal, supervisory personnel, students, or other staff, which may include responsibility for area reception; assisting students or staff with daily problems, questions, or other concerns; providing exceptional customer service; data entry; word processing; filing; document processing; and distributing/sorting mail, records, and other communications.   
3. Screens incoming calls, mail and visitors in a professional, business-like manner; schedules appointments and meetings; provides information regarding established departmental or MESD services or processes within scope of authority; and responds to general inquiries, concerns and complaints regarding services or programs or refers to other appropriate individuals.
4. Prepares, types, proof forms, letters, documents, brochures, statistical reports and other documentation based on established formats, written drafts, or established procedures or instructions; prepares required reports, tables, spreadsheets, and/or other documents, including reports to MESD component districts and the Oregon Department of Education.
5. Demonstrates proficiency in operating word processing (including template design), databases, and other office software programs; and ability to orient/train others in this area.
6. Demonstrates proficiency using standard office equipment, including but not limited to computer, copier, fax machine, etc. 
7. Orients, trains, and offers assistance to staff in software usage and development, technical procedures, or other office procedures. Coordinates school and/or program administrative/clerical workflow to avoid duplication of work. Also, may coordinate the day-to-day work activities of administrative and/or clerical support staff or temporary employees.
8. Coordinates logistics for meetings and workshops by making room, registration and travel arrangements as necessary.  Participates in developing agendas by collecting related materials; attends meetings to record proceedings and transcribes minutes; and distributes minutes to group members.
9. Sets up and maintains detailed records for assigned areas utilizing computerized and manual recordkeeping systems to ensure accurate reports.
10. Processes forms, notices, orders, or lists for specialized departmental activities, such as human resource actions, school registration, and annual service reports. Maintains related records and reports.
11. Compiles and reviews data from varied sources and makes summary reports.  May involve advanced mathematical calculations, tabulations, outlines, and presentation materials in accordance with departmental formulas and practices.
12. Ability to create, maintain, and update website content.
13. Audits reports and/or records systems periodically, notifying appropriate individuals of discrepancies and correcting information as required including those related to student credit and staff credit entry processes.
14. Processes purchase orders, expense reimbursement statements, travel requests, and other related requisitions assuring proper approvals, coding and records; purchases office supplies and equipment for the unit and maintains inventory of supplies and related records.
15. Maintains a variety of confidential and sensitive files and filing systems by sorting and filing documents and records using alphabetical, index, cross reference, and other files; prepares outgoing mail for delivery; and makes copies of documents.
16. Creates, modifies, and utilizes templates, forms, and processes for use in reporting, tracking, and reconciling financial and billing information, unit grants, funding, petty cash, and budgets; trains administrators, supervisors, and support staff on the use of the forms, templates, and processes; and may perform basic bookkeeping, budgeting, and reconciling tasks.
17. Serves as a key contact person for the department, which may include responsibilities for liaison with other MESD departments, staff, school districts and agencies, and performs designated duties to represent the director. 
18. Assists the school principal or coordinator with the preparation of required documents, reports, and policies for senior management and board review.
19. Reviews and organizes incoming and outgoing student referrals as well as maintaining database/spreadsheets of student information for MESD composite school districts.
20. Serves as key contact for Synergy database system including supporting school staff with data entry, training staff on Synergy functions, and other tasks related to data entry and maintenance for both individual students and the school calendar and course scheduling modules
21. Participates in the school event planning committee and supports student assembly logistics.
22. Work with individual students for support with needs related to attendance, credit attainment, and general job or interview skills.
23. Maintains regular and timely attendance.

OTHER JOB FUNCTIONS:

1. Provides backup support to other positions in case of absence or work overload.  This may include the performance of designated duties assigned to supervisory personnel.
2. Attends program and/or department staff meetings.
3. May participate in the training and/or direct day-to-day the work of other classified employees, students, or volunteers as authorized.
4. It may require occasional use of personal or district vehicles.
5. It may require occasional planning of or participation in planning events for staff and students, including managing food/merchandise orders, purchasing, and pick-up.
6. Performs other related duties as assigned.

WORKING CONDITIONS:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this classification.  Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions. 

Work is performed in a typical office environment and is subject to moderate noise. 

PHYSICAL DEMANDS:

The physical and mental demands described here are representative of those that must be met by employees to successfully perform the essential functions of his classification.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

1. Mobility:  Frequent sitting for long periods of time; occasional bending or squatting.
2. Lifting:  Frequently up to 10 pounds; occasional up to 25 pounds.
3. Vision:Constant use of overall vision; frequent reading and close-up work; occasional color and depth vision.
4. Dexterity:  frequent use of keyboard; frequent repetitive motion; frequent writing; frequent grasping, holding, and reaching.
5. Hearing/talking:  frequent hearing and talking, in person and on telephone.
6. Emotional/Psychological:  frequent decision-making and concentration; frequent public and/or co-worker contact; occasional working alone.

KNOWLEDGE, SKILLS AND ABILITIES:

1. Outstanding knowledge of secretarial and office practices, procedures, and equipment.
2. Outstanding knowledge of and ability to use business English, including composition, spelling, grammar, punctuation, and letter format.
3. Detailed knowledge of school and/or program and MESD functions and procedures.
4. Knowledge of MESD budgeting, contracting, bookkeeping, and personnel practices and procedures.
5. Outstanding skills in operating standard office equipment, including but not limited to computer, copiers, fax machine, etc. 
6. Excellent oral and written communications skills to explain policies and procedures and to deal with other staff, agencies, and the general public using courtesy, tact, and good judgment.
7. Ability to perform calculations using advanced mathematics, including addition, subtraction, multiplication, division, fractions, and percentages.
8. In depth knowledge of specialized office practices, procedures, and equipment appropriate for assigned responsibilities.
9. Ability to coordinate functions and work independently, prioritizing tasks to meet deadlines while maintaining accuracy and attention to detail.
10. Ability to maintain complex, confidential, and specialized records and prepare narrative reports based thereon.
11. Advanced proficiency in operating word processing (including template design), databases, website content updating, and other software programs; and ability to orient/train others in this area.
12. Advanced ability to set up and maintain varied and detailed computerized filing and record keeping systems.
13. Ability to organize, research, and maintain a variety of documents, materials, and information.
14. Ability to locate, identify, and correct inaccurate or incomplete information.
15. Ability to manipulate data, tables, and charts.
16. Ability to understand, apply, and explain MESD/department policies and procedures.
17. Ability to maintain the confidentiality of sensitive and confidential materials.
18. Establishes and maintains effective working relationships with those contacted in the course of work.
19. Superior ability to multi-task and work as part of a team.

DESIRED QUALIFICATIONS, SKILLS, ABILITIES: 

• Bilingual and/or experience in a government organization desirable. 

EDUCATION & EXPERIENCE:

• High School diploma, G.E.D., or equivalent.  
• Five (5) years of progressively responsible secretarial and/or administrative assistant experience including administrative support at a management level or
• Any combination of education and experience which would provide the applicant with the desired skills, knowledge and ability required to perform the job
• Valid driver’s license and available vehicle may be required depending on specific assignment.