Location

1601 R Avenue Anacortes, WA 98221

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Position Summary

This full-time position holds a dual role – 50% Receptionist duties and 50% Admin Assistant I duties.

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.

Summary for Receptionist (50% workload):

Performs a range of basic office support activities such as screening and directing incoming calls, greeting and directing visitors, providing general directions/information, processing incoming and outgoing mail, and providing routine clerical, data entry, and/or general support to other staff members as requested.

Essential Functions:

• Answers incoming calls from a multi-line telephone system; directs calls through an automated voice mail system; takes messages when appropriate; provides general information.
• Opens the building for normal business hours and closes the building ensuring that the doors are properly secured following established procedures.
• Greets and directs visitors; answers routine inquiries; provides general information and assistance; directs service contractors, vendors, and deliveries to appropriate staff.
• Sorts, screens, and distributes incoming mail; collects, weighs, and affixes postage to outgoing mail; maintains appropriate records for postage; delivers mail to US Post Office daily; ensures the security and confidentiality of all incoming and outgoing mail.
• Maintains cleanliness of lobby and surrounding areas.
• Manages digital signage within facility; helps direct NWESD guests to appropriate meeting rooms.
• Performs a variety of routine assignments as appropriate; handles special projects, as well as overflow work from departments; routes incoming general email messages; establishes, maintains, processes, and/or updates files, records, and/or other documents.
• 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:

• Knowledge of general office procedures and practices.
• Knowledge of customer service standards and procedures.
• Knowledge of Microsoft Office (Word, Excel, and Outlook).
• Proper grammar, spelling, proofreading, and punctuation skills.
• Ability to operate standard office equipment such as a multi-line phone system, copier, fax, and computer.
• Ability to use tact and judgement in dealing with a variety of individuals and situations.
• Ability to perform duties with accuracy and attention to detail.
• Ability to work independently and efficiently to effectively balance work load demands.
• Ability to establish and maintain effective working relationships with co-workers, school district personnel, class participants, vendors, and other NWESD visitors.
• Strong interpersonal skills, flexibility, and customer service orientation.

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 necessary safety procedures are not adhered to properly.

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**Summary of Administrative Assistant I ** (50% workload):

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 willingness 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.

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.

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. 8:00am - 4:30pm, M-F, non-exempt, hourly position. This position holds a dual role of 50% Receptionist duties and 50% Admin Assistant I duties. The total combined annual salary is $46,592.00-$52,457.60. After 9/1/2023 start date, this position will be prorated for the remainder of the fiscal 2023-24 year.

Salary Range

Salary Schedule I, Range 12 & 18a : $46,592.00-$52,457.60

How to Apply

Submit a complete application at https://www.nwesd.org/jobs. Applications for this position must include:

• Letter of Interest
• Resume
• Other documents may be included at your discretion