Administrative Assistant
Northwest Educational Service District 189
Position Summary:
The NWESD aspires to be a racially and culturally inclusive staff that reflects the diversity of those we serve. We believe this strengthens our organization, stimulates creativity, promotes the exchange of ideas, and enriches staff engagement.
This position will support the Teaching and Learning Department.
Summary:
Independently and cooperatively performs a variety of administrative and staff support duties for NWESD department administrator(s)/manager(s), which require a range of skills and knowledge of organizational policies and procedures and may be of a confidential nature.
Essential Functions:
Coordinates and performs a range of staff and/or operational support activities for the department/program; serves as a liaison with other departments/programs in the resolution of day-to-day administrative and operational challenges.
Provides administrative support for the department/program such as answering telephones, assisting visitors, and resolving and/or referring a range of administrative challenges and inquiries.
Ensures timely responses to a variety of routine written inquiries; composes and proofreads/edits correspondence from dictation, verbal direction, or from knowledge of established department/program policies/procedures; may record, compose, edit, and distribute agendas and/or minutes of meetings.
Maintains calendars, schedules appointments, coordinates meetings, and/or other similar activities for supervisors, which may include travel and lodging arrangements.
Coordinates workshop/conference registrations, cancellations, and refunds according to NWESD policies/procedures and maintains accurate electronic records in the adopted system/format.
Prepares or assists with the preparation of scheduled and/or ad hoc statistical and narrative reports; performs basic information gathering and analysis and/or forecasting, as specifically directed.
Establishes, maintains, and updates files, databases, records, and/or other documents; develops and maintains data, and performs routine analyses and calculations in the processing of data for recurring internal reports.
Balances, monitors, and reconciles internal department/program budgets and financial reporting system reports; may prepare drafts of budget planning documents; may manage refunds and reconciliations.
Pursues individual and organizational awareness and growth regarding issues of equity.
Requisitions supplies and services.
Assists department/program management and staff in problem solving, project planning, and development and execution of stated goals and objectives.
Trains and supports new staff at or below their responsibility level, as requested.
Performs related duties as assigned. Related duties may not specifically be listed but are within the general occupational series and responsibility level typically associated with the employee’s classification of work.
Required knowledge, skills, and abilities:
Ability to make administrative/procedural decisions/judgments and to answer substantive questions relating to department/program services and then to follow through with requests, as appropriate.
Knowledge of NWESD and department/program policies/procedures and the ability to consistently perform position responsibilities within operating guidelines.
Interpersonal/receptionist skills, including the ability to establish and maintain effective working relationships with co-workers, school district staff, vendors, board members, and the public.
Ability to communicate effectively, both orally and in writing.
Knowledge of issues around equity and ability to contribute to the agency’s equity mission.
Organization and coordination skills, including the ability to organize resources, establish priorities, work independently, use effective time management, process multiple tasks simultaneously while maintaining accuracy and attention to detail in an environment of frequent interruptions, and complete duties in timely manner.
Ability to create, compose, and edit written materials and transcribe meeting minutes.
Knowledge of records maintenance requirements and the demonstrated ability to comply through NWESD policy/procedures adherence and to maintain confidentiality of records and other information.
Ability to gather data, compile information, and prepare routine and ad-hoc reports.
Knowledge of general accounting principles.
Knowledge of supplies, equipment, and/or services ordering and inventory control.
Ability to analyze and resolve challenges/solve problems.
Ability to lead and train staff and/or volunteers.
Ability to learn and master new and evolving position responsibilities.
Ability to effectively use technology and/or software including word processing, spreadsheets, and database applications to manipulate and format correspondence/data.
Working Conditions/Physical Requirements:
Work is performed in an office environment; however, travel may be required for workshops or conference attendance. Lifts and carries a maximum of thirty (30) pounds. Adequate manual and finger dexterity, hearing, speech and vision are necessary to perform the essential functions of the position.
Hazards:
Those present in a normal office environment. Lifting and moving tables and chairs for workshop setup is a potential hazard if adherence to proper safety procedures are not provided.
Qualifications
High school diploma or GED; at least three (3) years of experience that is directly related to the duties and responsibilities specified, preferably in an educational organization. An equivalent combination of education and experience may be substituted which provides the skills, knowledge and abilities to perform the essential functions of the position. WSP background clearance required.
Employment Conditions and Benefits
8 hours per day, 260 days per year.
Per Governor’s Proclamation 21-14.1, all employees working for public and private K-12 schools in Washington must be fully vaccinated* against COVID-19 or obtain a religious or medical accommodation by October 18, 2021. Please be advised that all candidates offered positions within the NWESD will be required to comply with this order.
*You are considered fully vaccinated 2 weeks after your final dose of the vaccination.
Salary Range
Salary Schedule I, Range 14 ($43,347.20 - $48,817.60)
How to Apply:
Submit a complete application at nwesd.org/jobs. Applications for this position must include:
Letter of Interest
Resume
Other documents may be included at your discretion
Apply at: https://www.nwesd.org/job/administrative-assistant/