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Secretary II; 1.0 FTE (8 hours per day); Ashland Middle School; Probationary Full-time

at ASHLAND SD 5 in Oregon (Published at 19-11-2019)

Position Description

POSITION TITLE: Secretary II; 1.0 FTE/8 hours per day; Probationary

SITE: Ashland Middle School

F.L.S.A.: Non Exempt

REPORTS TO: Site Administrator

Ashland School District appreciates the diversity and worth of all individuals and groups and their roles in society. It is the policy of the Ashland School District Board of Education that there will be no discrimination or harassment of individuals or groups on the grounds of age, color, creed, disability, marital status, national origin, race, religion, sex or sexual orientation in any educational programs, activities or employment.

Family and Medical Leave Rights:

English: https://www.dol.gov/whd/regs/compliance/posters/fmlaen.pdf

Spanish: https://www.dol.gov/whd/regs/compliance/posters/fmlasp.pdf


To act as a secretary/receptionist in a school setting and perform a wide variety of independent work for the efficient operation of the school or office to the benefit of student, staff and patrons.


1. High School Diploma or its equivalent.

2. Four years of general clerical and/or secretarial experience.

3. Requires a working knowledge of school organization and procedures; have office skills suited to the task and be willing to learn.

4. Ability to interpret policies and procedures of building, district and/or state governing organization.

5. Requires a working knowledge of computer technology to originate, update and maintain accurate word processing, database and spreadsheet, files, etc.

6. Ability to work independently prioritizing tasks to meet deadlines while maintaining a high degree of accuracy and attention to detail.

7. Ability to work harmoniously with others and to communicate effectively (both orally and in writing) with students, parents and staff.

8. Ability to calm student, staff and others until appropriate person is available.

9. Ability to operate office machines/equipment as required on assignment, i.e. ten-key, dictating machine, computer, word processor, fax, copier, etc.

10. Ability to set up and use an efficient filing system.

11. Ability to make mathematical calculations and check statistical or accounting reports.

12. Ability to maintain confidentiality in performing assigned tasks.

13. Ability to understand, interpret and follow instructions.

14. First Aid Card as required.

15. Must be bondable as applicable.

16. Knowledge, skills and abilities required to perform responsibilities listed below as well as all Secretary I skills and responsibilities.


1. Performs the duties of a secretary/receptionist in conjunction with providing the primary secretarial support for the principal or designated administrator/supervisor. Serves as information liaison between supervisor and others, including the general public, students, staff and other district personnel.

2. Performs the duties of receptionist, taking and referring messages and giving information to the public regarding school matters which requires a thorough knowledge of programs, the school and the district.

3. Prepares documents including memos, letters, bulletins, reports, etc. independently, from dictation, rough draft, or by directive.

4. Creates and maintains files and database systems information in areas of responsibility.

5. Keeps student records and makes regular reports to the district office or state governing organization, including confidential materials, and prepares reports as requested; i. e. health records, eligibility records, attendance reports, state/federal reports, etc.

6. Keeps time records of employees and substitutes for payroll purposes.

7. Coordinates meetings and meeting preparations in areas of responsibility.

8. Assists students, staff and the public in solving problems within limits of authority.

9. Administers first aid as appropriate.

10. Records the use of school facilities by parent-teacher groups and other outside organizations.

11. Responsible for the recordkeeping, receipt and deposit of money in assigned area.

12. Assists the administrator/supervisor in the bidding, ordering, receiving, purchasing of supplies and materials and preparation and monitoring of the budget for the assigned areas.

13. Responsible for maintaining the record for issuance and collection of all keys in assigned areas.

14. Performs other duties and assumes other responsibilities as assigned by supervisor.


The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to talk or hear. The employee is frequently required to walk; stand; sit; use hands for fine manipulation, handle or feel and reach with hands and arms. The employee is occasionally required to stoop, kneel, crouch or crawl. The employee must regularly lift and/or move up to 25 pounds and occasionally up to 50 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, ability to adjust focus and peripheral vision.

Work Environment

Office environment; Constant interruptions.

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

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