Records & Scheduling Assistant - Cal Young MS (8 hr daily)

Eugene School District 4J (dba Lane County School District) (OR); Eugene (OR); On-site; USD 38,000 - 54,000; Full time

Job summary

The Eugene School District 4J is seeking a full-time clerical professional to support a busy department with independent data compilation, record-keeping, scheduling, and enrollment processing. You will handle confidential information and interact with staff, students, and families to ensure accurate, timely administrative operations.

The ideal candidate will have a high school diploma, clerical experience, strong data entry and typing skills, and the ability to work independently with

Qualifications

• High school diploma or equivalent.
• Two years secretarial or clerical experience.
• Bilingual proficiency and/or multicultural experience strongly preferred.
• Ability to post data and make rapid, accurate calculations for detailed record keeping.

Responsibilities

• Independent compilation of information and records pertaining to department needs; may involve notifying staff about expiring certifications or documents; may involve student activity documentation and parent/teacher notifications.
• Maintain knowledge of federal, state and district laws and codes regarding enrollment, scholarships, guardianship and tuition waivers.
• Complete reports for state and district personnel; maintain accurate records and supply administrators with correct information when necessary.
• Compose memos and correspondence; distribute as necessary to subordinates, teachers, students and parents.
• Process student enrollment through withdrawal records; evaluate transcripts and other documents; maintain student and teacher files, log books and records.
• Use computer for data entry and assembly; retrieve documents for department use; may involve student registration or scheduling.
• Order departmental supplies and maintain inventory.
• May receive, sort and distribute in-district and U.S. mail; may set and enter master schedules.
• May act as receptionist; screen inquiries from other departments and the public; relay messages.
• Maintains regular and prompt attendance.
• Performs other related duties as assigned.

Skills

Data entry

Typing

Written communication

Independent work

Confidentiality

Interpersonal skills

Bilingual preferred

Education

High school diploma or equivalent

Tools

Microsoft Word

Microsoft Excel

Job description

This is a full-time, 1.0 FTE/8 hours per day position working on the CL-10 (213 days per full school year) schedule, Mon-Fri, 7:45 a.m. - 4:15 p.m.

1. Performs a variety of complex and diverse clerical work requiring independent judgment and a thorough knowledge of modern office and clerical procedures and practices. Activities are typically oriented to the specialized nature of the office or function to which assigned.
2. Coordinates and prepares complex reports, maintains records requiring compilation and classification of varied information, performs complicated reconciliations, and maintains control functions where legal time limits and procedural requirements are critical.

Essential Functions:

1. Independent compilation of information and records pertaining to departmental needs; may involve notification of staff when certifications, licenses or other documents are invalid or about to expire; or, may involve documentation of student activity and notification of parent/teacher.
2. Maintain knowledge of federal, state and district laws and codes regarding area of assignment such as enrollment, scholarships, guardianship and tuition waivers.
3. Complete reports for state and district personnel. maintain accurate, up-to-date records and supply administrators with correct information when necessary.
4. Compose memos and correspondence; distribute as necessary to subordinates, teachers, students and parents.
5. Process student enrollment through withdrawal records; evaluate transcripts and other documents; maintain student and teacher files, log books, ledgers, and records.
6. Use computer for data entry and assembly; retrieve documents for department use when requested. This function may involve student registration, scheduling, or performance.
7. Order departmental supplies and maintain inventory.
8. May receive, sort and distribute in-district and U.S. mail.
9. May set and enter master schedule on the computer.
10. May act as telephone and personal receptionist; screen and answer inquiries from other departments and public; relay messages.
11. Maintains regular and prompt attendance.
12. Performs other related duties as assigned.

1. Ability to post data and make rapid and accurate mathematical calculations necessary in detailed record keeping.
2. Demonstrated competence in typing, data entry and use of standard office machines.
3. Highly developed written and verbal communication skills.
4. Ability to establish and maintain effective working relationships.
5. Ability to work independently. Respect for confidentiality.
6. Experience differentiating practices for diverse populations.
7. Ability to work effectively and collaboratively with diverse students, staff and community populations.

1. High school diploma or equivalent.
2. Previous training in secretarial, clerical and bookkeeping practices and procedures. Two years secretarial or clerical work including experience in data processing or EDP terminal operation.
3. Bilingual proficiency and/or multicultural experience strongly preferred.

An Aff…

The Eugene School District 4J does not discriminate on the basis of race, religion, ancestry, color, national origin, gender, age, disability, marital or family status, sexual orientation, gender identity in admission or access to the treatment of employment in its programs and activities as required by state and federal law. If you have any complaints, please contact the HR Department at [phone].