School Admin Assistant I - 1.0 FTE - Jefferson HS

Posting Timeline

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

This job is open until filled. Applications will be reviewed as received. Portland Public Schools reserves the right to make a hiring decision at any point during the posting period.

Position Details

Portland Public Schools (PPS) is seeking talented people from diverse backgrounds and experiences to lead change and inspire PPS students. At PPS, every employee, despite having different roles, is an educator. We hope to attract talented educators who model the core PPS Educator Essentials. With the District's focus on eliminating systemic racism and its adverse impact on student learning, we seek to hire individuals who bring to our district a deep commitment to racial equity and social justice. Non-Discrimination / Anti-Harassment Policy

1. Some or all of the duties may be applied to a specific position based on the size and needs of the school.
2. Principal Support. Maintain the Principal's calendar and interface with internal and external requests for meetings. Prepare documents and communications/emails for students, staff, and school community. Participate in and coordinate various routine and special projects for the school principal; track and monitor progress and workflow and adjust priorities to meet completion deadlines.
3. Receive visitors and serve as a resource to others (students, family, and staff) concerning policies and procedures and resolve issues as appropriate.
4. Payroll/Time and Attendance. Collect and enter attendance information for all school staff members, including leave information and forms. Enter in extended hours and professional development for classified staff. Enter substitute teacher hours.
5. Gather required performance review information for classified staff. Track completion of performance reviews to provide status updates to both the Principal and District office.
6. Support hiring processes by scheduling interviews, downloading candidate information, confirmation certification, and complete and submit final hiring paperwork.
7. Monitor school budgets to provide up to date status reports to Principal and District staff. Enter expenses and reconcile procurement card purchases. Enter student funds gathered through fundraisers and athletic programs. Ensure required documentation is gathered for all transactions. Prepare and submit bank deposits.
8. Act as the primary for monitoring and filling substitute vacancies. Reach out to current staff and substitute teacher pool to fill substitute positions. Print and distribute standardized 'day of' materials for substitute teachers.
9. Enter the master schedule to reflect teacher and class assignments for an academic year.
10. Schedule Civic Use of Buildings (CUB). Partner with school and community members and the district office to schedule the use of school facilities.
11. Complete all work using a Racial Equity and Social Justice lens as outlined in board policies. Participate in staff development, in-service trainings related to diversity, equity and inclusion in the workplace and in K-12 education. Model appropriate behaviors.
12. Provide medication to students in compliance with documented and approved plans. Provide first aid to students
13. May complete tasks associated with the School Administrative Assistant II and III but they will not comprise the majority of responsibilities.

• High school Diploma or equivalent
• Three (3) or more years of experience of customer service, school administrative support, or office administrative support. Experience working in or volunteering in a school is preferred.
• Any other combination of education and experience that would likely provide the required knowledge and abilities may be considered.

• Ability to perform multiple complex administrative support duties simultaneously with constant changing priorities and deadlines
• Demonstrated ability to exercise confidentiality, good judgment, tact and diplomacy.
• Ability to work independently with minimal direction as well as cooperatively with various internal/external customers.
• Ability to prioritize projects and meet deadlines with competing priorities and changing workloads in an environment with constant interruptions.
• Work effectively with a service-oriented attitude in a busy, high volume school office setting with frequent interruptions.
• Knowledge of various software and technologies including word processing, presentation, database, spreadsheet, website content management; willingness to attend additional training as needed.
• Organizational abilities to schedule meetings, plan and execute special events, projects, improvements.
• Familiarity with / Ability to learn district software and applications used for tracking attendance, guest sign-ins, substitutes, sports registrations, etc. (ex: Synergy, Raptor, Aesop)
• Ability to establish and maintain a variety of recordkeeping systems.
• Ability to obtain detailed knowledge of District policies, practices and procedures to provide clear information and directions to students, teachers and outside parties
• Excellent interpersonal communication skills (verbal and written), including active listening.
• Knowledge of first-aid procedures; ability to learn proper methods of dispensing medications.