• Job Description

  Req#: 8407
  Employment Begins:2023-24 School Year 8 hours/day; 5 days/week; 260 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. OFFICE PROFESSIONAL – ADMINISTRATIVE SPECIALIST District Level Program STANDARD POSITION DESCRIPTION Classification: OP V - Administrative Specialist Location: Assigned Department Reports to: Department 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 office administrator and, as appropriate, providing administrative leadership to the office staff. These positions will assist the department administrator(s) in the management of various areas including but not limited to: maintaining record systems, planning, organizing and participating in the administrative, clerical, and data management operations related to his/her assigned responsibilities. Manage, 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. Making travel and conference arrangements; establishing work plans; delegating duties; monitoring progress and assessing program effectiveness. 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. 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 with limited need for assistance from the administrator except in unusual or difficult matters or in situations for which there is no district precedent. Part III: Major Duties and Responsibilities (depending on specific assignment, duties and responsibilities listed may include, but are not limited to the following): Clerical Support. Provides clerical support to the office administrator 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, duplicates; or computer drafts and distributes materials. At the discretion of the office administrator, may type and distribute staff bulletins and newsletters; may schedule staff meetings and record and transcribe meeting minutes. Assists in providing secretarial support to staff and prepare business communications. 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). 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. Follows through to assure the personnel and related transactions are processed and to maintain awareness of and inform administrator of status of the action. 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 responds 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. 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. 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. 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 forms to respond to the needs of the office. Office Budget and Administration. Sets up and maintains office budget and expenditures, and related records such as purchasing and travel, and credit card use. Maintains office inventory records and supply orders, prepares requisitions, checks in supplies and materials, and arranges for purchase order payment. Collects, assembles, and maintains documentation on office production and workload data as required. Conducts Research and Prepares Reports and Background Information. At the request of the office administrator, 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. Required to follow Board policies and stay abreast of updates and changes. Performs other duties as assigned by administrator and/or designee. Specific to Early Learning Provide direct support to the Director of Early Learning. Network with early learning providers throughout the community to collect and synthesize complex information regarding Early Childhood Education and Assistance Programs (ECEAP), Headstart, and community preschool programs. Plan, organize and generate processes and structures to support the development and work of the district Early Learning Leadership Committee. First point of contact regarding the District-wide comprehensive Early Learning program Manage and oversee the federal budgets to include Part C of IDEA: Services for Infants and Toddlers with Disabilities and Part B of IDEA: Services for school aged children Specific to Food & Nutrition Services Process Free and Reduced Applications Assist with hiring of Kitchen staff Maintain budget and payroll for the Department Maintain inventory and order supplies as needed for all buildings Assist Director of Food and Nutrition Services with establishing daily menus Specific to Capital Projects Duties related to this position will include: Support department administrators and project managers in the preparation, distribution and maintenance of plans, specifications and related project records related to facility design, construction and the management of the Public Works bidding and contracting process. Assist in the management of current and archive records, both paper and digital, which include an extensive filing system for multiple design and construction projects. Work with project managers, design consultants and contractors to assure that project documents are received, reconciled and processed to meet state and district requirements, as well as department and project schedules. Process contracts and other forms of agreement; verify that contract requirements are met; i.e. Certificates of Insurance, Performance bonds, L&I Intents and Affidavits. Investigate unusual or missing items. Assist project managers in support of the project management process; track and file project documents. Prepare meeting agendas and minutes, process pay requests. Prepare OSPI D- forms and submittals for each state funded project. Assist with the Art in Public Places program and the requirements for the acquisition of state commissioned art, including performing annual inventory and reports. Assist department administration with the OSI required Asset Preservation Program and its related ICOS annual facility assessment and reporting system. Specific to Student Support Services Maintain budget for Department Assist with staffing for Student Support, Special Education and Early Learning Process overload in class size for Special Education Staff Safe Net submission to OSPI Submit to OSPI Special Education Teachers and Related Services Personnel report Specific to Maintenance & Operations Manage Department budget Assist with substitute coverage for custodians when needed Track and Manage Overtime for Custodians Manage payroll for custodians Track and assign custodians for all Facility use Specific to School Leadership Manage My Learning Plan Edit and update SIP plans Assist with the District’s Professional Development Management system Assists with i-Grant system Specific to Student Support/Homeless Services Manage McKinney Vento budget and the coding of students in Skyward District contact for contracted agency nursing Dispatch nursing coverage for unfilled Health Rooms Purchase supplies for all Health Rooms District wide Dispatch Critical Incident and Crisis Response Team when a crisis happens in the District Manage Home Hospital paperwork for students and tutors District wide SWIS facilitator for technical needs Specific to Instructional Services (Math and Science) Manage budget for the Department Navigate multiple online Math and Science programs Manage Warehouse supplies and inventory Manage travel planning and timesheets for all District Math and Science staff Specific to Human Resources Substitute Services Application Services Specific to Instructional Services Direct support to the Assistant Superintendent of Instructional Services Manage department budget and grants Assist Private Schools within NTPS boundaries to provide funds for Professional Development End of year state report Assist with District-wide Professional Development coordination Title and LAP reporting Direct support to the Directors of Equity and Languages and Activities, Arts, and Athletics Multilingual program support Part IV: Minimum Qualifications 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. Graduation from high school or equivalent. Two (2) or more years focus training within the professional area. Three (3) years of 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. Successful demonstration of ability to resolve problematic situations where diverse and conflicting goals and attitudes can be expected. Must possess advanced secretarial, 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. Knowledge of general clerical procedures including excellent grammar and proofing skills, and the ability to maintain accurate and reliable records and data. 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. Work as a recognized authority and possess the ability to interact with students, parents, staff, and community members, personally, telephonically, and through electronic communications, in a warm and confident manner. Able to work in an environment with frequent interruptions and changing tasks and priorities. Ability to remain calm and focused and to assist employees who may be emotional, distraught, or frustrated. 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 both with minimal direction and cooperatively; independent sound judgment and decision making capabilities are essential. Employee must apply substantial depth of analysis to determine how the work is to be accomplished. Ability to organize, manage and set priorities for accomplishing work and complex tasks in a timely and effective manner with tight deadlines. Ability to work collaboratively and effectively with other staff, employees, and supervisors. Skill in the use office and computer equipment and use standard office software. Demonstrated success in maintaining a high level of confidentiality related to all Department functions. Part V: Desired Qualifications: Successful experience in public school setting or public employment. Bilingual skills 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 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 http://www.drs.wa.gov/ ' 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/ 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 mailto:executivedirectorHR@nthurston.k12.wa.us , 360-412-4453; Section 504 Coordinator at 360-412-4465, 504@nthurston.k12.wa.us mailto: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 check with Washington State Patrol, FBI, and other background check as required by law. 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.

• About the company

  Welcome to North Thurston Public Schools, a Pre-k through 12th Grade School District serving a diverse student population in the Lacey/Olympia Washington area.

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