Substitute School Administrative Assistant – 2026 – 2027 Applicant Pool

Job Type: Location Type: On-site

 

Position Details

Please Note: Applications for the 26/27 School Year will be reviewed over the summer ahead of the start of the school year. Applying for a Substitute position with Portland Public Schools will not prevent applicants from also applying for full-time positions.

JOB TITLE: Substitute School Administrative Assistant

CLASSIFICATION: Temporary, on-call

POSITION SUMMARY
Substitute School Administrative Assistant’s are valued members of the Portland Public Schools community who play an integral role in supporting our students and schools every day. Working as a Substitute School Administrative Assistant with Portland Public Schools requires a high level of flexibility and adaptability, as Substitutes are eligible to work throughout the district in any school, any subject, and any grade level. Substitute School Administrative Assistant’s work a flexible schedule on an as-needed basis, and have the ability to assign themselves to jobs via the Absence Management system up to one month in advance.

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

REPRESENTATIVE DUTIES

• Operates standard office machines, computers, and equipment
• Uses PPS technology and computer software such as Word, Excel, G Suite, Synergy, and more
• Answers multi-line telephones, records messages accurately, and greets visitors and parents
• Distributes materials to staff members
• Performs minor first aid and dispenses authorized medications
• Monitors sign in/out and destination sheets
• Coordinates the placement of substitutes required for the school
• Comply with all applicable district, state, and federal policies, procedures, and regulations
• Performs other reasonably related duties as assigned

MINIMUM QUALIFICATIONS
High School Diploma or GED
Minimum of 1 year of office and/or administrative experience

PREFERRED QUALIFICATIONS

• 1 or more years of experience working in an educational setting
• 1 or more years of experience working in customer service
• Bilingual/multilingual individuals who speak Spanish, Japanese, Mandarin Chinese, Russian, or Vietnamese
• First Aid and CPR certification, or the ability to obtain this certification

KNOWLEDGE AND ABILITIES

Ability to:

• Demonstrated knowledge and experience having a commitment to racial equity and social justice
• Alignment with PPS Core Values, Educator Essentials, and Racial Equity & Social Justice
• Intermediate technological proficiency – familiarity with Absence Management, Synergy, G Suite, Microsoft Office Suite, and/or PeopleSoft or similar database software experience
• Passion for working in an educational setting supporting students and school communities
• Ability to welcome and empower students and families, including underrepresented families of color and those whose first language may not be English as essential partners in student education
• Excellent and authentic customer service skills
• Proficient in clerical and computer-based record keeping
• Proficient in grammar, spelling, and punctuation
• Flexibility and adaptability
• Punctuality and reliability
• Solution-focused problem-solving skills
• Emotional intelligence skills
• Demonstrated ability to exercise confidentiality, good judgment, tact, and diplomacy

Knowledge of:

Knowledge of standard office equipment, system data entry, and retrieval equipment

COMPENSATION: $22.27 per hour

WORK YEAR: Follows District 210 day Calendar

Portland Public Schools (PPS) is seeking talented people from diverse backgrounds and experiences to lead change and inspire PPS students. At PPS, every employee, despite having different roles, is an educator. We hope to attract talented educators who model the core PPS Educator Essentials. With the District’s focus on eliminating systemic racism and its adverse impact on student learning, we seek to hire individuals who bring to our district a deep commitment to racial equity and social justice.
The District is committed to equal opportunity and nondiscrimination in all its educational and employment activities. The District prohibits discrimination based on perceived or actual race; national or ethnic origin; color; sex; religion; age; sexual orientation; gender expression or identity; pregnancy; marital status; veteran’s status; familial status; economic status or source of income; mental or physical disability or perceived disability; or military service.

504 Coordinator: Katie Loewen, kloewen@pps.net, 503-916-3337 x63337
ADA Coordinator: Jey Buno, jbuno@pps.net, 503-916-3360
Director of Civil Rights: Dr. Bobby Cruz, bcruz@pps.net, 503-839-3660

Accessibility Statement