Administrative Assistant to Executive Director of Special Services
Full Time
Spanaway, WA
$77,902 a year
Posted
Job description
- Serves as Administrative Assistant to the Executive Director; formats and types correspondence, forms and board reports; composes routine correspondence; compiles data for reports; takes and transcribes meeting minutes; prepares agendas and meeting notices; schedules meetings; provides other support as requested.
- Assists in maintaining the Executive Director’s calendar; screens appointment requests; makes travel, conference and meeting arrangements. Opens, screens, and routes mail; gathers, compiles, calculates and summarizes information. Provides knowledge regarding historical, existing and proposed activities to the Executive Director.
- Processes all emergency calls from: Principals and schools, Superintendent, Assistant Superintendents and others.
- Attends meetings; takes notes, word processes minutes, and distributes to members of the meeting.
- Ensures confidentiality of designated materials. Models appropriate and cooperative behavior and uses tact in dealing with sensitive materials.
- Tracks expenditures and reconciles assigned department budgets; purchases equipment and supplies; reviews and processes invoices; creates and processes contracts and invoices; approves for payment and forwards to accounts payable. Maintains liaison with accounting department and business office. Maintains budget spreadsheets for the department.
- Answers incoming phone calls and provides a wide variety of information; keeps records of each call and action taken; directs inquiries as appropriate; takes messages; interacts in person or on the phone with parents who may be distraught or angry.
- Organizes and maintains a variety of files; tracks deadlines; maintains files for each facility in the district; ensures confidentiality of designated materials.
- Maintains current knowledge of rules, regulations, laws, and procedures by attending conferences, workshops, and reading current publications.
- May serve on various district committees and/or departmental work teams. Models appropriate and cooperative behavior, including protecting confidential information consistent with district ethical guidelines.
- May purchase refreshments for meetings and conferences; prepare meeting room and arrange refreshments; clean up after meeting.
- Performs related duties consistent with the scope and intent of the position.
JobID: 10056
Position Type:
Professional - Technical
Professional - Technical
Date Posted:
5/3/2023
5/3/2023
Location:
SPECIAL SERVICES
SPECIAL SERVICES
Date Available:
07/01/2023
07/01/2023
Closing Date:
05/19/2023
GENERAL SUMMARY
05/19/2023
This position provides confidential administrative secretarial support. Responsibilities include a variety of office support activities including: responding to distraught and difficult people and assisting in resolving problems in accordance with school and district policies. Maintaining an accurate schedule of appointments and activities, screening appointments, making travel, conference and meeting arrangements. Assisting with coordinating of activities and production of documents specific to the department such as the Annual School Reminders compliance, certificated collective bargaining, student hearings, staff trainings and monthly meetings. Formatting transcriptions, recording minutes, composing correspondence using a variety of software programs, and preparing budget. Processing student transfers and releases and maintaining databases. Gathering data and preparing the district’s various applications for entitlement to basic education funding. Performing related duties consistent with the scope and intent of the position.
ESSENTIAL FUNCTIONS
ESSENTIAL FUNCTIONS
Education and Experience
Education, training, skills, and experience necessary to carry out the assignment, including training in office procedures and increasingly responsible secretarial experience that includes customer service. Must maintain positive work relationships with district-wide staff, administrative team, and public. Must possess strong computer skills
Allowable Substitutions
Advanced training in business or secretarial procedures may substitute for up to two (2) years in the required experience on a year-for-year basis; and, such other alternatives to the above qualifications that the district may find appropriate and acceptable.
Required Knowledge, Skills, and Abilities
Ability to read, write, speak and communicate effectively. Demonstrated skill in correct grammar, spelling, and English usage. Knowledge of general office procedures. High-level keyboarding skill. Knowledge of budget and expenditure monitoring. Demonstrated skill in operating a computer and ability to use specific software programs including word processing, data base, spreadsheet, and desk top publishing. Ability to format and compose correspondence. Ability to set up and maintain accurate filing systems. Ability to coordinate and schedule events. Skill in telephone and in-person reception. Skill in effective customer service and public relations. Ability to attend to detail and follow tasks through to completion. Ability to organize and set priorities for work. Ability to work with minimum supervision. Ability to maintain confidentiality. Ability to establish and maintain effective relationships with co-workers, other district staff, administrative team, and the public. Ability to problem-solve and work with difficult people.
Licenses/Special Requirements
Requires fingerprinting and background check to determine that there have been no convictions involving physical molestation, abuse, injury or neglect of a minor. Must complete training in and adhere to district infection control plan.
MENTAL DEMANDS
Experiences frequent interruptions; required to meet inflexible deadlines; requires concentration and attention to detail; may occasionally deal with distraught or difficult individuals.
Required to sit for prolonged periods; exposed to visual display terminal for prolonged periods; dexterity and precision required in the operation of a computer.
REPORTING RELATIONSHIPS
This position reports to the Executive Director of Special Services.
UNIT AFFILIATION
This is a non-union, Administrative Assistant exempt position.
The preceding list of essential functions is not exhaustive and may be supplemented as necessary.
WAGES AND BENEFITS
Click here to access details on the following:
Salaries/Wages - $77,902.00
Insurance
Retirement Plans
Paid Time Off or Vacation
Paid Holidays
Other Compensation
Application Procedure: Apply online
Non-Discrimination Policy
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