èßäÊÓƵ

Dear Substitute School Administrative Assistant:

Welcome to the èßäÊÓƵ.  As a member of the Substitute School Administrative Assistant staff, you are a vital part of our èßäÊÓƵ system.  Your administrative support is key to the continued success of all our èßäÊÓƵ and staff.  It takes a special person to be able to manage the èßäÊÓƵ office in the absence of the building secretary.  We appreciate your commitment to our District and our children. 

This handbook, along with assistance from èßäÊÓƵ principals and secretaries, will enable you to assist us in meeting the educational needs of our èßäÊÓƵ. 

We are pleased that you have chosen to join the rest of the staff in their efforts to fulfill the mission of the èßäÊÓƵ, and we hope that your experience with èßäÊÓƵ is enjoyable.  Have a great year!

Sincerely,

Human Resources

 

Equal Opportunity Employer

No employee or applicant for employment shall be subjected to discrimination because of race, color, religion, national origin, sex, age, disability, or sexual orientation.  School District 1-J complies with the Immigration Reform and Control Act of 1985 (IRCA) as amended, and the Americans with Disabilities Act (ADA) of 1991.  PPS requires that all employees be cleared through fingerprinting and submit to a criminal record check.  All PPS job offers are contingent on the satisfactory completion of a background check, including fingerprinting and criminal records. 

District Mission:

Our mission at PPS is that by the end of elementary, middle, and high èßäÊÓƵ every student by name is meeting or exceeding academic standards and is fully prepared to make productive life decisions.

Our employees' highest priority is to support the work in our èßäÊÓƵs every day. We want our èßäÊÓƵ to be prepared to succeed, not just at each grade, but for a future beyond our èßäÊÓƵs: college, careers, and fulfilling lives as good parents, neighbors, and members of the community.

The district is focused on deepening our understanding of institutionalized racism and its impact on student learning, and providing support for leading systemic equity transformation initiatives in the district and èßäÊÓƵs.

PLEASE NOTE: This job posting is to establish an applicant pool and will be used to fill temporary and on-call openings as they occur. Work locations and work hours may vary, which will be explained at time of interview.

Position Summary:

Under general supervision, the School Secretary is responsible for managing the day-to-day operations of the office. This support includes meeting the needs of all who call or visit the èßäÊÓƵ office, providing a high level of customer service, performing data entry, maintaining computer-based records, and preparing correspondence and administrative reports as directed.

Major Duties and Responsibilities:

May include but are not limited to the following:

1. Operates standard office machines, computers, and equipment.
2. Uses computer software such as MS Word, MSExcel, Gmail, Google Calendar.
3. Answers multi-line telephones, records messages accurately, and greets visitors and parents.
4. Distributes materials to staff members.
5. Uses personal initiative to cooperate in performing other related duties.
6. Performs minor first aid and dispenses authorized medications.
7. Monitors sign in/out and destination sheets.
8. Coordinates the placement of substitutes required for the school.
9. Performs other reasonably related duties as assigned.

 

Minimum Qualifications: 

1. High èßäÊÓƵ diploma or equivalent.
2. Proficiency in clerical and computer-based record keeping.
3. Minimum of one year of secretarial experience.
4. Demonstrated ability to type at a correct speed of 60 w.p.m.
5. Proficient in grammar, spelling, punctuation, computational, and clerical record keeping skills.
6. Knowledge of standard office equipment, system data entry, and retrieval equipment.
7. Demonstrated ability to exercise confidentiality, good judgment, tact, and diplomacy.
8. Minimum availability of at least three days per week, Monday thru Friday 7:30 AM - 5:00 PM. Availability on Monday and Friday is required. 

 

Fringe Benefits:

Temporary and on-call positions are not eligible for benefits.

Application Procedure

Submit an application here: /Page/2158.

èßäÊÓƵ recognizes the diversity and worth of all individuals and groups and their roles in society.

The District is committed to equal opportunity and nondiscrimination in all its educational and employment activities. The District prohibits discrimination based on race; national or ethnic origin; color; sex; religion; age; sexual orientation; gender expression or identity; pregnancy; marital status; familial status; economic status or source of income; mental or physical disability or perceived disability; or military service.

All PPS job offers are contingent on the satisfactory completion of a background check, including fingerprinting and criminal records; Child Abuse Prevention / Sexual Conduct Training; appropriate Oregon licensure; sexual conduct verification (HB2062); and professional references.

Contact Name	Phone Number	Email	Website link
èßäÊÓƵ District Office	503-916-2000
Human Resources	503-916-3544	hronline@pps.net	/Page/105
Payroll	503-916-3302	payroll@pps.net	/Domain/221
IT Support (OTIS Help Desk)	503-916-3375	support@pps.net	/Domain/57
Pepper Learning Management Tool		support@pps.net
Employee Self Service
Special Education	503-916-3152		/Page/54
Budget	503-916-3295		/Domain/214
Civic Use of Building	503-916-3268
Enrollment and Transfer Center	503-916-3205	enrollment-office@pps.net	/Domain/182
Finance	503-916-3363		/Domain/52
Mail/Pony Service	503-916-2000 x 4202		/Page/1000
Nutrition Services	503-916-3399	nutritionservices@pps.net	/Domain/59
Security Services	503-916-3000	securityservices@pps.net	/Domain/60
Superintendent’s Office	503-916-3200
Transportation Services	503-916-6901	transportation@pps.net	/Domain/61
Workers Compensation/Risk Management	24/7 Workplace Incident or Injury Reporting Line:  1 (844) 264-5042	riskcomp@pps.net	/Page/186
Parent Teacher Association – PTA – Portland Council	503-788-0857
Portland Assoc. of Teachers – PAT	503-233-5018
Portland Federation of Teachers & Classified Employees – PFTCE	503-236-3694
Absence Management (formerly Aesop)  (Substitute Employee Management System) Automated Calling System - Available 24 hours a day	800-942-3767
Substitute Office Support   Substitute Office Hours of Operation – 7:00AM – 4:00PM	503-916-3330	ppssub@pps.net	/Page/1665

Media announcements may not be the most reliable source of èßäÊÓƵ closure information.  For the most accurate and up-to-date èßäÊÓƵ closure information, go to . When there is a delay or closure, the District updates those websites and the PPS Social Media Accounts, as well as sends out an all PPS e-mail with the most current and accurate information available. You may also sign-up for text message alerts by texting YES to 68453.

1. Delays – Substitutes scheduled to work when there is a delay in opening èßäÊÓƵ are required to be at work, prepared, and available 15 minutes before the first scheduled classes (on the delay bell schedule).
2. Closures – Substitutes and hourly employees that were scheduled to work at a èßäÊÓƵ that closes for the day due to weather or unforeseen circumstances are not paid.

Substitutes should have a clear understanding of whether they are substituting for a whole day or a half-day assignment before accepting jobs.  When accepting two half-day jobs, it is the substitute’s responsibility to ensure they will be able to finish the morning job and to reach the afternoon job before the start time.

When accepting an assignment, it is your responsibility to be aware of the end time of the job.  You must work the scheduled day you have agreed to accept, as listed in Absence Management.  If you are unable to work the scheduled time, do not accept the assignment.  The èßäÊÓƵ’s expectation is that you will be able to fulfill the whole assignment once you have accepted.

The District expects that you will arrive on time to every assignment you accept.  If there is an emergency, please contact the èßäÊÓƵ directly.   Please do not accept a job if you cannot arrive within one hour of accepting it.

All Substitute Secretaries are required to complete the Medical Administration training, administered through the Multnomah Education Service District, and are required to maintain certification.

The District requires all employees to complete mandatory trainings including Child Abuse Prevention & Sexual Conduct Training yearly at the start of each èßäÊÓƵ year.  Human Resources will notify all substitutes of when training must be completed in order to remain in compliance.

Although substitutes may work in other districts, have commitments, etc., this District expects a balancing of work availability.  Substitute Secretaries who fail to work the contractual minimum of 20 full days per èßäÊÓƵ year when work is available may be removed from the list. Two half days equal one full day towards the minimum workday requirement.

You will receive renewal information, if eligible, at the end of each èßäÊÓƵ year during the month of July to renew for the next èßäÊÓƵ year.

A break in service (e.g., failure to renew annually, a resignation, deactivation, or removal due to excessive unavailability) means starting with a new hire date in the event that the application for substitute teaching is received and accepted by the District.

Cell phones are not to be used for personal use during class instructional times: this includes texting, e-mailing, playing games, internet/data use, and blue tooth.  Please follow the building rules while on assignment for approved usage.

èßäÊÓƵ is on Frontline Education’s Insights Platform which has a more secure login (FERPA-compliant), common view and navigation experience. Once activated within Absence Management, you will receive an invitation to create a Frontline ID. If you work for other èßäÊÓƵ districts who are also on the Insights Platform, you will need to select the “Sign In with your Frontline ID” within the email and enter the Frontline ID account you previously created with the other èßäÊÓƵ District. After creating a Frontline ID, you will access Absence Management to view/accept jobs going forward. 

PPS has provided all Substitute School Administrative Assistants with a District email account. It is imperative that all Substitutes regularly check their PPS email. All communication from the Substitute Office will be to your official PPS email. If you are unsure of your email address or login, please contact the IT department at 503-916-3375. It is necessary to log in to your email account to ensure you receive PPS communications. Your PPS login will be used for accessing district computers, the Staff portion of the PPS website, Employee Self Service, and Pepper. The same login and password are used to login to PPS email and PPS computers.

• Greet staff, èßäÊÓƵ, parents, and visitors.
• Complete staff/substitute teacher daily attendance.
• Check in substitute teachers and paraeducators.
• Complete Synergy attendance.
• Answer multi-line phones.
• Assist children or staff while in the office.
• Distribute mail and other materials to staff.
• Perform minor first aid- medication distribution (This may ONLY be administered by subs who have participated in required medication distribution training).
• Monitor sign in/out and destination sheets.
• Use computer to perform tasks.

Substitute Secretaries have a responsibility to conduct themselves in a professional manner at all times when carrying out their duties.

1. Confidentiality – Substitute Secretaries have a grave responsibility to treat with confidentiality all matters pertaining to èßäÊÓƵ.  Student behavior, performance, and achievement levels should not be the subject of general conversation and should not be discussed outside of the èßäÊÓƵ setting.  When working with special needs èßäÊÓƵ, substitutes should exercise an even greater degree of caution.
2. Substitute/Student Relationship – Substitute Secretaries should exercise extreme caution and good judgment in verbal and physical relationships with èßäÊÓƵ.  Substitutes should establish a position of authority with the èßäÊÓƵ; they may “be friendly” without “befriending” the èßäÊÓƵ.   Substitute Secretaries should not search èßäÊÓƵ’ personal belongings. Yelling at èßäÊÓƵ, calling èßäÊÓƵ derogatory names, and using insults or other threatening verbal attacks is not good practice.
3. Leaving the Campus – At no time during the day other than duty free lunch should the substitute leave campus unless authorized to do so. Substitute Secretaries should check out with the Administrator in the èßäÊÓƵ before leaving at the end of the èßäÊÓƵ day.
4. Locked Computer – If upon arrival you find that the secretary’s computer is locked and does not allow you access: Turn the computer off and then back on. Log in with your e-mail address and password. Click the box marked Workstation Only. This will give you access to the programs you will need for completing your assignment. Please do not change, add, or remove anything from the secretary’s computer.  If you are still unable to access the computer, please call IT at 503-916-3375.

Employment with the District calls for several customary vacation or recess periods (winter break, spring break, summer break, etc.) during the academic year. Following each of these periods, as established by the current èßäÊÓƵ calendar, we expect that you will continue to perform job duties in the same or similar capacity as you did prior to any vacation or recess period.

The Substitute is responsible for updating any personal information with the District. This includes legal name and address changes. To update your information, please use PeopleSoft HRMS Employee Self Service (you must be on the District's Wi-Fi or have set up Two-Step Authentication to access from home).