24/25 SY Applicant Pool - Substitute School Administrative Assistant (Secretary)

POSITION SUMMARY

Substitute School Administrative Assistant's are valued members of the Portland Public Schools community who play an integral role in supporting our students and schools every day.

Working as a Substitute School Administrative Assistant with Portland Public Schools requires a high level of flexibility and adaptability, as Substitutes are eligible to work throughout the district in any school, any subject, and any grade level.

Substitute School Administrative Assistant's work a flexible schedule on an as-needed basis, and have the ability to assign themselves to jobs via the Absence Management system up to one month in advance.

Under general supervision, the Substitute School Administrative Assistant is responsible for managing the day-to-day operations of the school office.

This support includes meeting the needs of all who call or visit the school office, providing a high level of customer service, performing data entry, maintaining computer-based records, and preparing correspondence and administrative reports as directed.

REPRESENTATIVE DUTIES

• Operates standard office machines, computers, and equipment
• Uses PPS technology and computer software such as Word, Excel, G Suite, Synergy, and more
• Answers multi-line telephones, records messages accurately, and greets visitors and parents
• Distributes materials to staff members
• Performs minor first aid and dispenses authorized medications
• Monitors sign in / out and destination sheets
• Coordinates the placement of substitutes required for the school
• Comply with all applicable district, state, and federal policies, procedures, and regulations
• Performs other reasonably related duties as assigned

MINIMUM QUALIFICATIONS

High School Diploma or GED

Minimum of 1 year of office and / or administrative experience

Note : Proof of full COVID-19 vaccination is considered a minimum qualification requirement for PPS job applicants and this proof will be requested during the hiring process.

PREFERRED QUALIFICATIONS

1 or more years of experience working in an educational setting

1 or more years of experience working in customer service

Bilingual / multilingual individuals who speak Spanish, Japanese, Mandarin Chinese, Russian, or Vietnamese

Demonstrated knowledge and experience having a commitment to racial equity and social justice

Intermediate technological proficiency familiarity with Absence Management, Synergy, G Suite, Microsoft Office Suite, and / or PeopleSoft or similar database software experience

Passion for working in an educational setting supporting students and school communities

Ability to welcome and empower students and families, including underrepresented families of color and those whose first language may not be English as essential partners in student education

Excellent and authentic customer service skills

Flexibility and adaptability

Punctuality and reliability

Solution-focused problem-solving skills

Emotional intelligence skills

Knowledge of standard office equipment, system data entry, and retrieval equipment

Proficient in clerical and computer-based record keeping

Proficient in grammar, spelling, and punctuation

Demonstrated ability to exercise confidentiality, good judgment, tact, and diplomacy

Alignment with PPS Core Values, Educator Essentials, and Racial Equity & Social Justice

First Aid and CPR certification, or the ability to obtain this certification

PAY RATE

$20.78 per hour

NOTE

The District is focused on eliminating systemic racism and its impact on student learning. PPS is committed to equal opportunity and nondiscrimination in all its educational and employment activities.

• The District prohibits discrimination based on race; national or ethnic origin; color; sex; religion; age; sexual orientation;
• gender expression or identity; pregnancy; marital status; familial status; economic status or source of income; mental or physical disability or perceived disability or perceived disability;

or military service. Portland Public Schools is an equal opportunity employer.

Applying for a Substitute position with Portland Public Schools will not prevent applicants from also applying for full-time positions.

PPS strongly encourages and recommends everyone who is able, to be vaccinated and remain current on the COVID-19 vaccine.