Assistant Secretary, Records - Reynolds School District #7

Job Title:Assistant Secretary - Records

Department:Student Information Management and Records

Classification:IIA

Reports to: Director of Student Information Management and Records

FLSA Status:Non-Exempt

Job Summary:

Receive, process, record, organize, maintain, and distribute educational student records within established Federal, State and District guidelines. Perform a variety of specialized, clerical, reception, and records functions, as well as secretarial duties, requiring knowledge of the Oregon Public Records Law for retention and disposition as well as Special Education processes and legal records requirements.

EssentialJobFunctions:

Policy, Regulations, Reports, andRecords(functions may vary according to assignment)

• Respond and communicate clearly, concisely, and effectively with the community, outside agencies, parents and/or students for the purpose of providing information related to educational records.
• Maintain database(s) of district records for the retention and retrieval of information needed by department personnel or public records requests.
• Maintain and manage student record databases and processes such as ORMS, Docuware and Docusign.
• Maintain Student Information and Management website and Learning Management System.
• Project planning for digitization of records and processes to support this work.
• Organize, maintain, and destroy student records in compliance with federal, state and district policy and guidelines.
• Process all Special Education documents and materials for the purpose of data compliance and disseminating information to all appropriate parties.
• Manage processes in Student Information System – Special Education.
• Process all incoming and outgoing special education records.
• Scan, store and distribute records electronically in compliance with digital records management.
• Run reports to monitor data accuracy and communicate data as requested.
• Provide district wide support to staff, families and the community regarding student information and records.
• Provide Let's Talk support for Enrollment, Parent Vue, transcripts and records.
• Develop training materials and training opportunities for student information and records management for staff and families.
• Maintain confidentiality concerning sensitive privileged district and student information.
• Demonstrate an awareness, appreciation, and respect for diverse cultures and individual differences for students, parents, and employees; show ability to identify culturally relevant issues and to implement services in a proper manner.

Other Duties

• Participate in professional development.
• Attend meetings as assigned for the purpose of conveying and/or gathering information required to perform functions.
• Sub for District and School office staff when shortages occur.
• Assist other personnel as may be required for the purpose of supporting them in the completion of their work activities.

Qualifications:

Education/Licensure/Testing Required/Bonding

• High school diploma or equivalent
• Oregon Fingerprinting and Criminal Background Check clearance
• Bilingual/Bicultural preferred with fluency in Spanish desired, but not required.

Experience

• Minimum of three years’ experience. Education, prior training, or job-related experience paid or volunteer, with handling legal records/computer/office duties, public/community relations, and/or program planning.
• Experience managing Special Education records preferred.

Knowledge, Skills, and Abilities Required

• Knowledge of:Oregon Public Records Law for retention and disposition

• Skills to: Perform basic clerical functions, perform basic arithmetic calculations, operate standard office equipment, use computer software programs with proficiency and advanced level use of MS Office Suite (Word, Excel, PowerPoint and Outlook) for word processing and data entry in order to originate and prepare correspondences, forms, and documents; use English in both written and verbal form, use correct grammar, punctuation and spelling; communicate effectively in English in both oral and written form with diverse audiences including staff, and families for whom English may not be the primary language spoken;

• Ability to:Understand and carry out oral and written instructions, meet schedules and deadline, read/interpret/apply rules, regulations, and policies; rapidly learn methods and tools used in record retention; work with accuracy and attention to detail; demonstrate positive customer service; communicate effectively with the public and other employees; work with a diverse group of individuals; establish and maintain effective working relationships

Mental Demands/Physical Demands/Environmental Factor Essential Functions:

• Tools/Equipment Used:Standard office equipment including district assigned computer and peripherals
• Posture:Prolonged sitting; occasional bending/stooping, and twisting; intermittent to occasional overhead reaching; occasional crouching, kneeling, bending, stooping, and twisting; reaching/handling/manual dexterity
• Motion:Repetitive hand, arm and wrist motions including frequent keyboarding and use of mouse
• Sensory:Talking/hearing conversations; visual acuity/depth perception with or without visual accommodation
• Lifting:Occasional light lifting and carrying, pushing, and pulling from 1 to 50 pounds
• Environment:Work is in close proximity to others and interact with supervisors, school staff, students and the public. Majority of work is performed independently with minimal supervision. Remote work may be required.
• Mental Demands:Work with frequent interruptions; maintain emotional control under stress

Supervisory Responsibilities:

None

Schedule: 8 hrs a day Mon- Fri 260 days per year on the 12-month Calendar, prorated based on start date