Employment Begins: 2024-25 School Year

8 Hours/Day, 5 Days/Week, 236 Days/Year

*Note that all applicants will be required to take an assessment,

if you haven’t taken one in the last year. The assessment will be sent to

The email you apply with. Please check your email and junk folder regularly.

TECHNICIAN or SPECIALIST

Elementary, MS, HS, District Administrative Assistant, HS ASB, Student Records

STANDARD POSITION DESCRIPTION

Classification: OP 4 – Senior Administrative Assistant (SAA)

Location: Assigned Department or Building

Reports to:  Department/Building Administrator(s)                    FLSA Status: Non-Exempt

Bargaining Unit: NTAOTE

This is a standard position description to be used for positions with similar duties, responsibilities, classification and compensation. Employees assigned to the position description may or may not be assigned all of the duties identified herein.

This position description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change.

Part I: Position Summary:

These positions provide clerical and office management support for a major division or subdivision of the school district. Incumbent serves as the senior administrative/clerical staff member responsible for supporting the building/department administrator and, as appropriate, providing administrative leadership to the office staff.

These positions will assist the building/department administrator(s) in the management of various areas including but not limited to: maintaining record systems, planning, organizing, supervising, and participating in the administrative, clerical, and data management operations related to his/her assigned responsibilities. Fiscal Management; maintain and monitor various records in areas of responsibility i.e. employee information, office information, various budgets, student records, accounting records, payroll records, invoices, etc. Responsibilities also include maintaining a close liaison with schools, district employees, vendors and other educational facilities. Responsibilities may also include maintaining department calendar; scheduling appointments; and making travel and conference arrangements.

The District represents a thriving, diverse community. More than 50% of our students embody distinctive and unique diverse backgrounds. We seek an individual with the ability to successfully work with all families in our community. The selected candidate must demonstrate a commitment to strengthening community engagement and communication with the District’s diverse populations.

Part II: Supervision and Controls over the Work:

Works under the general supervision of the department administrator or building principal. Work is controlled and/or guided by state statute and state administrative code, professional practice, school and district policies and procedures, collective bargaining agreements, and directions and expectations established by the administrators(s). Employee is expected to administer and process the general operations and activities of their assigned department, making decisions with limited need for assistance from the administrator except in unusual or difficult matters or in situations for which there is no district precedent. Employee is responsible for communicating with and coordinating the efforts of other team members towards a common objective and shared success.

Part III: Major Duties and Responsibilities (depending on specific assignment, duties and responsibilities listed may include, but are not limited to the following):

1. Clerical Support. Provides clerical support to the office administrator, building principal and other administrative staff. Maintains appointment calendar to include scheduling and conflict resolution; schedules meetings; formats and types correspondence, staff evaluations, forms, memoranda, and reports from handwritten drafts; or computer drafts and distributes materials. At the discretion of the administrator/principal, may type and distribute staff bulletins and newsletters; may schedule staff meetings and record and transcribe meeting minutes. Assists in providing clerical support to staff and prepare business communications. Makes travel arrangements and prepares and submits all required paperwork. Maintains confidential records, evaluations, emergency procedures and information, and records and files for staff. May have regular authorization to sign designated forms for the administrator(s)/principal(s). As requested or assigned, initiates and/or prepares or provides guidance in the preparation and distributes personnel documents and actions, and personnel related documents such as injury reports, on behalf of the administrator/principal. Follows through to assure the personnel and related transactions are processed and to maintain awareness of and inform administrator/principal of status of the action.

2. Office Management. Greets visitors entering the office and provides direction, guidance, and direct assistance on routine matters and personal areas of responsibility. Answers telephone and respond to inquiries; screens telephone calls; or redirects call based on knowledge of the office and the district. Receives, routes, distributes, and as appropriate redirects mail to staff. Manages office budget, office supplies, and office equipment. Assist staff in the use of equipment and in appropriate office and administrative procedures. Takes the initiative to identify repair and maintenance needs and submit, track, and follow-though on repair and maintenance work orders. Maintains calendar of events, recurring actions, deadlines, and report dates reminding staff of activities and dates as necessary. Establishes and/or implements office processes and procedures and, as appropriate, provides direction to office staff and makes arrangements for coverage during absences, breaks, lunch, and other situations. May train office support staff. Maintains staff time and attendance and leave records. Prepares payroll forms; arranges for substitutes when needed. Assures substitutes are aware of expectations and procedures and assist and supports as necessary. Work requires self- initiative in planning, organizing and coordinating own work with the work of others in the immediate organization in order to successfully accomplish job duties.

3. Support of Office Work and Productivity. Prepares, develops, and maintains documents, data and information in direct support of the functions, responsibilities, and staff of the office. Includes supporting materials, reports, records, background information, files, and records of subject matter material. Employee is required to have a comprehensive understanding of the organization and function of the immediate organization and the interrelationship of roles and responsibilities.

4. Records and Files. Establishes, maintains, distributes and archives office records consistent with state and district policies and procedures. Retrieves records when necessary. Coordinates with the Human Resource Office and prepares records in response to public and other appropriate records request. Maintains on-line data and records as required. Takes the initiative to implement and/or develop and maintain necessary building forms to respond to the needs of the office.

5. Budget Administration. Sets up and maintains office budget and expenditures, and related records such as purchasing and travel, and credit card use. Manage office inventory and supply orders, prepares requisitions, checks in supplies and materials, and arranges for purchase order payment. Ensure staff are following purchasing policies when issuing district pro cards. Takes the initiative to order workroom and office supplies. Reconciles and allocates expenditures once orders are received. Prepares bimonthly reports with the appropriate documentation to Financial Services.

6. Conducts Research and Prepares Reports and Background Information. At the request of the administrator/principal, gathers background information and material, conducts preliminary record, hard copy, or on-line research to gather data and information required by the office administrator. Prepares the data in usable form to include assembled documents, spread sheets, data bases, summary documents, etc.

7. Required to follow Board policies and stay abreast of updates and changes.

8. Performs other duties as assigned by administrator and/or designee.

Specific to Elementary Fiscal, Principal Support

• Direct support to Principal
• Maintains staff documentation
• Maintain facility use schedule and log/control keys for the entire building
• May coordinate and manage field trips
• Manages fees and fines

Specific to Middle School Fiscal, Principal Support

• Coordinate and manage field trips
• Direct support for Principal
• Print report cards, manage parent conferences in Skyward and manage school website

Specific to High School Fiscal, Principal Support

• Direct support to Principal
• Maintain facility use schedule and log/control keys for the entire building

Specific to High School Registrar

• Register and withdraw students
• Transcribe, evaluate and mail all student transcripts to prospective colleges and various school districts
• Produce monthly enrollment and drop out report to the District
• Maintain Student and Family Access
• Work cooperatively with outside agencies

Specific to High School Scheduling

• Direct support to Assistant Principal in creating and maintain Master Schedule
• Develop and maintain course catalog
• Primary contact for Data Mining reports
• Assist with Summer registration
• Backup to Senior Administrative Assistant

Specific to High School ASB

• Oversee all financial aspects of the ASB program
• Maintain understanding of ASB law, policies and procedures
• Serve as resource for Advisors and Coaches in the area of fundraising
• Maintain activity and athletic rosters

Specific to Student Records/Archive Records

• Provide direct support to the Student Information Supervisor
• Follow RCW, WAC and FERPA guidelines pursuant to record management for District-wide records safekeeping.
• Carry out processes and structures to support enrollment of students in various programs.
• Work with schools and departments on District procedure regarding archived records that are sent to the Archives/Record Center.
• Carryout processes and structures to enroll students for early learning, specifically Special Education birth – age three, Special Education preschool students, and integrated peers.
• Carry out process to fulfill Special Education record requests.
• Coordinate tasks with both Special Education and Archives staff.
• Archive boxes on shelves which often requires climbing a ladder and moving heavy boxes

Specific to Technology

• Order, manage and track all technology orders District-wide using ManageEngine software
• Inventory and track all tagged District assets using Wise Track software
• Maintain annual District software/license/maintenance renewals
• Tracking of Technology Staff Professional Development budget
• Assist technicians with department projects to include deploying devices and preparing technology surplus

Specific to Financial Services

• Receipting payments through InTouch, balance reports, submit deposits to bank and deposit information to the County Treasurer
• Provide Skyward Employee Access to staff
• Reporting of Annual Unclaimed Property with the Department of Revenue using HRSPro Electronic Filing System
• Updating Employee Records to included W4 information
• Maintain New Employee Benefit packets and present at New Employee Orientation
• 1 hour/day Reception in Superintendent’s Office

Specific to Science Warehouse

• Purchase and distribute Science Materials
• Inventory and track K-5 Science kits throughout the District
• Replenish and maintain inventory for each of the Science kits
• Organize the Science Warehouse space
• Maintain Excel spreadsheets for Science kits and bins

Part IV: Minimum Qualifications

1. Incumbents must have successful experience in working with culturally diverse families and communities, or have otherwise demonstrated a commitment to strengthening engagement of a diverse community and skill in communicating with a diverse population.

2. Graduation from high school or equivalent.

3. Three (3) years of previous related experience/and or training to master the work assignment in similar or related work that provided a broad knowledge of the work area. Progressively responsible office experience involving independence of action and decision making responsibilities. For positions involving fiscal and/or bookkeeping responsibilities, the experience must include accounting and bookkeeping procedures. Related education above the high school level may be substituted for experience at the District’s discretion.

4. Must possess advanced clerical, administrative, and clerical skills including typing and filing, and must possess knowledge of basic office equipment and technology, keyboarding skills of at least 60 words per minute, and skill in the use of office software for documents, spread sheets, presentations, and, as appropriate, data bases.

5. Knowledge of general clerical procedures including excellent grammar and proofing skills, and the ability to maintain accurate and reliable records and data.

6. Ability to work effectively in an environment with frequent interruptions requiring the ability to concentrate and consistently produce accurate work while responding to interruptions and changing priorities.

7. Ability to interact with students, parents, staff, and community members, personally, telephonically, and through electronic communications, in a warm and confident manner.

8. Ability to remain calm and focused and to assist employees who may be emotional, distraught, or frustrated.

9. Ability to follow written and verbal direction, maintain a high level of confidentiality, and take the initiative when necessary. Ability to effectively communicate on complex issues with a high level of effectiveness. Initiative and ability to work with minimal direction; sound judgment and decision making capabilities are essential.

10. Ability to organize work and set priorities for accomplishing work in a timely and effective manner.

11. Ability to work collaboratively and effectively with other staff, employees, and supervisors.

12. Skill in the use office and computer equipment and use standard office software.

13. Successful demonstration of organizational knowledge to include a comprehensive understanding of the organization and function of the immediate organization and the interrelationship of roles and responsibilities.

Part V: Desired Qualifications:

1. Successful experience in accounting, public school setting, public employment and/or WSIPC.

2. Bilingual skills

3. Proficiency in Excel and Skyward

Part VI: Physical and Environmental Requirements of the Position:

The physical demands and work environment described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is frequently required to bend, reach, perform repetitive motions, sit, stand, move about, hear and speak. Employee is required to perform extensive work at a computer display terminal.

The employee must occasionally lift and/or move 25 to 50 pounds.

Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.

Insurance Benefits

Employees who are anticipated to work 630 hours  during the school year (September 1 through August 31) are eligible for medical, dental, vision, long term disability and basic life insurance benefits.

North Thurston Public Schools benefits are administered by the Washington State Healthcare Authority under the School Employees Benefits Board (SEBB). Click on the link https://www.hca.wa.gov/employee-retiree-benefits/school-employees for information on available benefit options.

Retirement and Deferred Compensation

Eligible employees  are required to be a member of the Washington State Department of Retirement Systems Plan. .  For eligibility  information, check on the link to the Department of Retirement Systems' web site.

Employees also have the ability to participate in tax deferred 403(b) and 457 Deferred Compensation Plans (DCP). These are supplemental retirement savings programs that allows you control over the amount of pre-tax salary dollars you defer as well as the flexibility to choose between multiple investment options.

Clink on the link https://www.drs.wa.gov/plan/dcp/  for information on 457 plan (DCP)  with the Department of Retirement Systems.

To enroll in an eligible 403(b) plan, employees must consult with their own financial planner that is an approved vendor.

THIS IS A UNION POSITION

Equal Opportunity Employer

North Thurston School District does not discriminate in any programs or activities on the basis of sex, race, creed, religion, color, national origin, age, veteran or military status, sexual orientation, gender expression or identity, disability, or the use of a trained dog guide or service animal and provides equal access to the Boy Scouts and other designated youth groups.  The following employees have been designated to handle questions and complaints of alleged discrimination: Civil Rights Coordinator and Title IX Officer: executivedirectorHR@nthurston.k12.wa.us, 360-412-4453; Section 504 Coordinator at 360-412-4465, 504@nthurston.k12.wa.us  Address for both: 305 College St. NE. Lacey, WA 98516.

IMPORTANT INFORMATION: Effective June 11, 1992, pursuant to Public Law 92544 all new employees must complete a satisfactory fingerprint and sexual misconduct background check. All employment is considered temporary until receipt of satisfactory check. Proof that the fingerprinting process has begun must be supplied to Human Resources prior to the first day of employment.