Program Secretary for Operations

Hermiston School District is seeking qualified applicants for the Operations Program Secretary at the distirct office. The Operations Program Secretary will perform secretarial work involving responsibility for facilitating general office details, Must use independent judgment in determinations on varied problems which do not involve major deviations from established policy or procedure. Has a high degree of confidential responsibility. Position starts immediately.

QUALIFICATIONS included but are not limited to:

• High School Diploma or equivalent

• Minimum of two year of recent, directly related, full-time equivalent paid secretarial/clerical experience. Graduate from a business of secretarial school/college may substitute for experience requirement.

• Type a minimum of 60 wpm

• Bilingual/Bi-Literate in English and Spanish (Ability to read, speak, write, and communicate effectively in both languages), preferred but not required.

• Experience and/or knowledge working on a Computer required, Microsoft Windows and the components of Microsoft Office Professional including Word and Excel and SchoolDude, desired.

• Ability to file, keep and retrieve records.

• Budget management skills preferred.

• Ability to communicate effectively, responds well to directions, maintains confidential information, and works successfully in a team setting.

• Good health and neat appearance.

• Specialized knowledge of the function to which assigned and general knowledge of overall school/district operations.

• Ability to use the exercise of judgment and discretion in a variety of office situations which may require independent action, referral to another source or postponement.

• Such alternatives to the above qualifications as the administration may find appropriate and acceptable.

• Ability to:
a. Apply general instructions to a variety of situations; i.e. skill in communicating with and giving assistance to students, staff, parents and the general public.
b. Work independently with a minimum of direct supervision.
c. Operate copy machines and other office related equipment.
d. Perform secretarial/clerical work with accuracy and speed.

Performance Responsibilities: (examples of but not limited to )

• Perform administrative assistant duties to support the Director of Athletics and Activities and the Assistant Superintendent.
• Manage scheduling and calendar coordination for department and district activities.
• Provide administrative support to program directors and other district leaders as assigned.
• Communicate effectively and professionally with administrators, staff, students, families, vendors, and community members.
• Offer courteous and consistent support to students, families, and the public, including assisting walk-ins and helping with registration as needed.
• Answer and direct incoming phone calls; receive, screen, and provide information to callers.
• Organize, file, and retrieve records with accuracy and efficiency.
• Maintain and analyze data retrieval systems and ensure the confidentiality of records.
• Maintain confidential information, including employee, volunteer, and facility access records.
• Coordinate district-wide transportation logistics in partnership with First Student, under the direction of the Facilities/Transportation Director.
• Coordinate district administrator registration and travel arrangements as needed.
• Coordinate facility reservations and invoicing under the approval of the Facilities Director.
• Collaborate with IT and administrative staff to update door access schedules.
• Issue ID badges and manage building access for new hires and staff.
• Process and track volunteer applications, background checks, and maintain related documentation.
• Coordinate and track Type 20 training sessions in collaboration with First Student, ensuring accurate certification records for all qualified drivers.
• Assist with boardroom setup and provide meeting support during Board meetings.
• Operate general office equipment proficiently and support front office operations.
• Demonstrate strong interpersonal communication skills, accuracy, attention to detail, and a high level of organization.
• Perform multiple tasks simultaneously in a fast-paced environment with initiative, patience, and tact.
• Assist in managing office operations and staff support tasks as needed.
• Make independent decisions and take initiative when appropriate.
• Perform other related duties as assigned.

About the District:

The Hermiston School District is the largest district in eastern Oregon, exceeding 5,600 students in grades kindergarten through 12, with the mission of serving the needs of all children with rigorous program choices, high expectations, mutual respect, and excellence. The school district includes a 9-12 senior high school, two 6-8 middle schools, six K-5 elementary schools, and a robust online learning program option for students and families.

Support for the school district has been strong from the community. In 2019 voters approved an $82.7 million building project, which includes the replacement of Rocky Heights Elementary (opening fall 2022), construction of an additional elementary school Loma Vista (opening fall 2022), and a multi-classroom annex of the high school, along with various district-wide renovations. The voters also approved a $69.9 million bond in 2008, which served to replace Armand Larive Middle School, West Park Elementary, and Sunset Elementary schools.

The District employs over 630 full-time staff which includes approximately 365 teachers and over 265 classified, support, and supervisory personnel, making it one of the largest employers in the city of Hermiston. A nationally-recognized community that embraces its diversity, the district serves some 28,000 residents, where one-third of the population is Hispanic.

The school district prides itself on the academic achievement of its students, successful athletic programs, nationally recognized club and activity organizations, and its exhaustive list of academic and elective opportunities available to students. The District's partnership with community organizations has been central to its continued success, highlighted by support groups who have provided nearly half a million dollars to assist students and programs through such venues as the Hermiston Sports Booster Club, Hermiston Education Foundation, Band Boosters, FFA Alumni, and the community sponsorship of the student homebuilding program, to name a few.

About the Community:

The city of Hermiston is a vibrant and growing community of approximately 18,000 residents located at the crossroads of the Pacific Northwest, situated near the intersection of I-84 and I-82, just minutes from a Columbia River port and 30 minutes from the Tri-Cities in Washington. Hermiston and the entire Umatilla County area have excellent potential for growth in commercial, industrial, agricultural, as well as residential development. Hermiston boasts over 100 acres for community use, volleyball courts, soccer fields, baseball diamonds, children's play areas, barbeque and picnic areas, and more. Located within 10 minutes of downtown Hermiston, both Umatilla and Echo have challenging golf courses. The Columbia River offers tournament-level fishing, as well as many water sports including swimming, windsurfing, and boating. Other fishing waters include the Umatilla River, Cold Springs Reservoir, and many ponds. Nearby is Hat Rock State Park, and the Blue Mountains are within an hour's drive, affording a wide variety of fishing, hunting, and camping activities. In the winter, the mountains are home to excellent snow skiing, tubing, snowmobiling, and sledding.

Salary & Benefits

The Hermiston School District offers an extremely competitive salary and benefits package which includes PERS retirement employer-paid pick-up, tuition reimbursement, and a comprehensive health and benefits package. The Operation Program Secretary will work 8.0 hours per day. Normal contract year for this position is 259 days (July-June) including 8 paid holidays.

Starting Hourly Range $17.18 - $24.17 (placement based upon relevant previous work experience.)

Application Procedures:

The applicant must supply the following items online through Applicant Tracking - SchoolSpring (formerly called Recruit & Hire):

• Online Application form
• Cover Letter
• Professional Resume
• Letters of Recommendation (encouraged, but optional)

It is the responsibility of the applicant to ensure his/her application is complete. Only complete applications will be considered.

The Hermiston School District is an Equal Opportunity Employer