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Administrative Assistant II - Migrant Education Program

Northwest Educational Service District 189

Northwest Educational Service District 189

Administration
Anacortes, WA, USA
Posted on Friday, June 28, 2024

Location

1601 R Avenue
Anacortes, WA 98221

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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.

Summary:

Independently and cooperatively performs and/or oversees a variety of administrative, fiscal, staff support, and planning activities for NWESD department administrator(s), some of which require advanced or specialized knowledge and skills and may be of a confidential nature. May coordinate specified administrative activities and reporting across multiple departments/programs.

Essential Functions:

Duties listed are intended to provide a summary of the major duties and responsibilities of this position. Incumbent(s) may not perform all duties listed and may be required to perform additional duties not listed, but within the general scope of the position.

  • Oversees and/or performs a range of diverse administrative activities for the department; serves as a central point of liaison with other departments and external constituencies in the resolution of a variety of day-to-day matters concerning the department.
  • Provides and/or oversees support activities for the department such as answering telephones, assisting visitors, resolving problems and inquiries, review and management of incoming and outgoing correspondence, and follow-up on commitments.
  • Ensures timely responses to a variety of routine inquiries; composes, formats, and proofreads/edits correspondence from dictation, verbal direction, or knowledge of established department/program policies/procedures; applies knowledge and understanding of underlying operational issues to create and edit technical and/or administrative correspondence and documentation.
  • Schedules appointments and maintains calendars; schedules, coordinates, and facilitates meetings, facilities usage, events, and/or travel arrangements, as required.
  • Coordinates workshop/conference registrations, cancellations, and refunds according to NWESD policies/procedures and maintains accurate electronic records in the adopted system/format.
  • Serves as event coordinator for workshops/conferences/meetings to include room set-up, clean-up and direct contact for participants and presenters, which could include tech support, lunch service, handouts and/or supply requests.
  • Researches information, compiles statistics, and gathers and computes various data; prepares reports, summaries, or replies to inquiries, selecting relevant data from a variety of sources.
  • Establishes, maintains, and updates department files, inventories, databases, records, and/or other documents; develops and maintains data.
  • Monitors, reconciles, and assists with fiscal administration for the department, including but not limited to budgets, funding, grants, contracts, payroll, employment, travel, and/or purchasing; may assist with fiscal planning, including participating in seeking alternate sources of funding.
  • Requisitions supplies and services.
  • May negotiate and recommend contracts and/or agreements for NWESD execution; administers executed contracts, as appropriate.
  • Assists in administrative problem solving, program/project planning, development, and execution of stated goals and objectives.
  • Acts as an administrative and operational liaison with internal departments and external entities.
  • Trains and mentors staff and assists with coordination of human resource activities. Provides administrative assistance with position postings/interview documents, as appropriate.
  • Enhances professional growth and development through participation in educational programs, current literature, in-service meetings, and workshops.
  • Participates in planning of complex projects, operations, and/or events for the department.

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 compliance.
  • 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.
  • 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 maintain calendars, schedule appointments, and coordinate travel.
  • Ability to create, compose, and edit forms and other written materials.
  • Ability to record and transcribe meeting minutes.
  • Knowledge of records maintenance requirements and the 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 reports.
  • Knowledge of general accounting principles, budget oversight, and fiscal management.
  • 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 to perform various Essential Functions.

Distinguishing Characteristics

Position requires: a) serving as primary administrative and operational liaison with internal departments and external entities; b) using independent judgment in problem solving of complex operating issues in a timely manner; c) utilization of word processing, spreadsheets, and database applications to manipulate and format correspondence/data; d) frequent organization of resources and participation in planning of complex projects, operations, and/or events for the department; e) financial control and tracking of department budget and expenditures, with knowledge of computerized information systems used in financial and/or accounting applications; f) training and mentoring staff; and g) assisting with coordination of human resource activities.

Qualifications

Qualifications:

High school diploma or GED; two (2) years of college level secretarial course work and two (2) years of progressively responsible administrative level secretarial experience that is directly related to the duties and responsibilities specified, preferably in an educational organization. Fluency in Spanish and English is required. 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 criminal history background clearance required.

Employment Conditions and Benefits

8 hours per day, Monday - Friday, 260 days per year.

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 forty (40) pounds. Adequate manual and finger dexterity, hearing, speech and vision are necessary to perform the essential functions of the position.

This position is eligible for partial telecommuting after a six-month probationary work period.

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.

Benefits Include:
Medical Insurance, Dental and Vision Insurance with 100% paid premiums for employee and eligible dependents, Paid Leave including vacation (12-23 days), Sick (12 days), 14 paid Holidays, Bereavement Leave, Jury Duty Leave, Tuition Reimbursement, Long Term Disability, Life Insurance), WA State Department of Retirement Systems Membership (Schools Employees' Retirement System), Deferred Compensation Program offering 457 deferred savings plan, Flexible Spending Accounts for medical and dependent care, Voluntary Employees' Benefits Association (VEBA) participation, Employee Assistance Program, Training and other Professional Development opportunities.

Salary Range

Schedule I, Range 18b: $55,432.00 - $62,420.80

How to Apply

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

  • Letter of Interest
  • Resume
  • Copies of Transcripts (Official or Unofficial)
  • Other documents may be included at your discretion.

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