How To Apply: Please visit www.pps.net/jobs and use job number 27601 to apply.
https://careers.pps.net/psp/career/SELFSRV/HRMS/c/HRS_HRAM_FL.HRS_CG_SEARCH_FL.GBL?Page=HRS_APP_JBPST_FL&Action=U&FOCUS=Applicant&SiteId=1&JobOpeningId=27601&PostingSeq=1
Salary: $66,283 - $79,146
Benefits: Portland Public Schools (PPS) offers several competitive and comprehensive benefit packages to employees. Benefits include medical, dental, vision, prescription, life and disability insurance, employee assistance program, and 403(b) retirement savings + PERS plan. Depending on the insurance option selected by the employee, there may be an employee contribution toward insurance.
Job Duties:
Under administrative supervision, provide primary executive assistance and support for the Office of the Superintendent of Schools or to senior-level executive leaders reporting to and serving on the Superintendent’s Cabinet; serve as initial contact and interface on behalf of the executive; compile and prepare complex data, presentations and reports for district and public dissemination; provide expertise to the administrative support functions, staff and activities of the office, exercising professionalism, exemplary judgment, discretion and confidentiality.
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Demonstrate a commitment to the Portland Public Schools Equity Initiative by developing a thorough knowledge and application of the district Racial Educational Equity Policy; participate in staff development, in-services and training's related to diversity, equity and inclusion in the workplace and in K – 12 education; model appropriate behaviors; develop, recommend and implement improvements to education and business 2 practices and student achievement with awareness and understanding of their impact in a racially and culturally diverse community.
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Provide varied and complex professional executive and administrative support services to senior-level executive leaders reporting to and serving on the Superintendent’s Cabinet or to the Superintendent of Schools; organize office activities and coordinate flow of communications and public relations for the office and executive; maintain confidentiality of sensitive and privileged information; assure smooth operations of assigned office.
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Coordinate, schedule and attend a variety of meetings; prepare and send out notices of meetings; take, transcribe and distribute minutes; maintain appointment calendars; collect and compile information for meetings, projects and workshops; prepare agenda items and back-up materials; prepare charts and statistical information as needed.
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Compose, independently or from note or rough draft, a variety of materials including inter-office communications, e-mails, requisitions, forms, letters, contracts, special projects, legal documents and other materials; create and maintain project and confidential files.
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Research, compile and maintain a variety of information in support of executive functions; prepare documents and analyses and compute statistical information for various District, state and Federal reports.
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Anticipate information needs of the executive; proactively highlight issues needing urgent attention and follow-up; manage the executive’s workflow by tracking and prioritizing tasks and projects to ensure optimal performance of the office.
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Serve as executive office manager and liaison to department staff; support operational needs by communicating and coordinating internal activities, projects, programs and similar functions on behalf of the executive; organize and coordinate office operations, procedures and resources to facilitate organizational effectiveness and efficiency.
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Maintain budgets and assure accounts are accurate and expenditures are in compliance with federal or State requirements; initiate purchase requisitions and budget transfers; oversee contracts and invoices; produce a variety of financial and statistical reports.
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Receive visitors, including elected officials, district administrators, staff, parents and the public and provide information or direct to appropriate personnel; provide detailed and technical information concerning policies and procedures where judgment, knowledge and interpretation of procedures and regulations are required.
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Assure timely communications between assigned office, the public and District employees; initiate phone calls to receive and transmit information; answer telephones, screen and route calls; take and relay messages; serve as a resource to others concerning policies and procedures and resolve issues as appropriate.
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Participate in and coordinate various routine and special projects for the executive; track and monitor progress and workflow and adjust priorities to meet completion deadlines.
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Maintain a variety of complex records, lists and files including confidential materials; prepare purchase requisitions; prepare payroll; inventory, order, receive and distribute office supplies and materials.
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Coordinate travel and conference arrangements; prepare related forms and reimbursements.
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Operate a variety of office equipment, computer and peripheral technologies to record information and generate lists, reports and other materials; utilize a variety of word processing, database, presentation, web page, spreadsheet, email, internet, intranet and other software.
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Lead, attend and participate in a variety of in-service training's and meetings.
Experience:
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Three (3) years of experience in an administrative or equivalent secretarial assignment with Portland Public Schools, including demonstrated mastery of word processing, spreadsheet and presentation software or Five (5) years of professional experience in an Executive or Administrative secretarial position in private industry or an external public agency is required.
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Microsoft Office Suite, including demonstrated mastery of word processing, spreadsheet and presentation software, web page design and PeopleSoft or similar database software experience is required. Lead or supervisory experience and experience working in a richly diverse environment are highly desirable.
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