ADMINISTRATIVE SECRETARY

Woodland School District ( learn more )

Woodland Public Schools

Woodland, WA ( map )

Job Details

  • Job ID: 3100937
  • Application Deadline: Posted until Filled
  • Posted : May 15, 2019

Job Description

Woodland Public Schools - Administrative Secretary

We appreciate your interest in employment with Woodland Public Schools. All applications are considered and reviewed. The most qualified and competitive applicant(s) that possess directly related experience and expertise, training, and education may be invited to participate in the interview/selection process. As part of the selection process, the District conducts confidential reference checks to include former and present employers and also requires a criminal background investigation. Unfortunately, due to the number of applications received, not all applicants will receive an interview.
All district employees are encouraged to review their personnel file periodically to ensure that their file includes current and relevant documentation that supports their education, experience, training, etc., as it relates to qualifications described on job postings.

Position Title: Administrative Secretary
Posting #: 1472
Location: North Fork Elementary
Days/Hrs: 216 days (204 work days plus 12 holidays), 8 hours per day Monday through Friday
Start Date: August 14, 2019
Benefits:  Approximately $875 from district monthly for medical, dental and vision premiums.  Position is WA State Dept of Retirement Systems eligible

Job Summary: Serves as administrative secretary to the principal and as a facilitator for the school/public being served in communicating information, problem-solving, material acquisition, cash handling, and record keeping. Provides secretarial support to Instructional Services personnel of the school.

Fiduciary responsibilities include reconciling principal’s purchase card and maintaining the building and ASB budgets.   In a strong team-oriented environment duties include overseeing the office, facilitate and organize field trips, develop a master schedule and other administrative duties related to the smooth operation of the school and supporting the building administrator. The work assists the superintendent toward the accomplishment of the mission of the Woodland Public Schools to assure that within a nurturing and stimulating environment each of our diverse students and graduates to achieve literacy and appropriate core competencies and becomes a responsible and compassionate citizen.

The Administrative Secretary is supervised by the building principal.

Qualifications:

  • High School Diploma or equivalent
  • Successful Experience in the BreakThrough Coaching program preferred
  • Completion of test and score of 80% or more demonstrating knowledge of basic math and skills utilizing a personal computer, including e-mail, word processing, spreadsheets, and database software (i.e. Word, Excel, Skyward)
  • Demonstrated knowledge of modern office procedures including filing systems, data recording methods, and commonly used office equipment (i.e. computer, telephone, e-mail, and fax)
  • Demonstrated ability to employ good principles of business correspondence and report organization
  • Demonstrated ability to work independently and effectively with minimal supervision, to learn quickly, exercise good judgment, take initiative, demonstrate flexibility and maintain composure while working under frequent interruptions and changing priorities
  • Exceptional interpersonal and social skills to communicate and interact in a courteous, politically correct, and effective manner, using tack and diplomacy while exercising good judgment with individuals at all levels when meeting in person, or communicating in writing, and by telephone
  • Ability to independently research, compile, organize, interpret and select data and materials from various sources
  • Demonstrated organizational skills and commitment to follow through on tasks without direct supervision
  • Demonstrated ability to budget time in an effective and efficient manner
  • Demonstrated ability to communicated in a warm, friendly, and professional manner, both orally and in writing, with students, staff, parents, and the public
  • Experience with general accounting procedures and processes
  • Demonstrated ability to maintain strict confidentiality with demonstrated experience in utilizing good judgment and discretion when working with a variety of sensitive issues or highly confidential information
  • Demonstrated ability to represent the school district positively in all interactions
  • Demonstrated knowledge and skills using a computer and utilizing Microsoft and database software (i.e. Word, Excel, Skyward, Google, etc.)
  • Demonstrated ability working collaboratively in a dynamic work environment
  • Demonstrated ability to employ principles of good business correspondence and report organization
  • Ability to establish priorities in a dynamic and high stressed environment with multiple supervisory personnel
  • Demonstrated ability to establish and maintain effective working relationships with those contacted in the course of work.
  • Ability to communicate in person and on the telephone with the general public in a professional manner
  • Demonstrated ability to communicate in a professional manner both orally and in writing with students, parents, staff and the public
  • Must possess excellent reading, writing, and editing skills
  • Regular and reliable attendance
  • Prior experience with Skyward
  • Regular and punctual attendance
  • Bilingual preferred

Such alternatives to the above requirements and desirable qualifications may be made as the district finds appropriate.

Essential Duties and Responsibilities:

  • Support administrator with BreakThrough Coaching program
  • Makes and receives telephone calls, takes messages, routes calls
  • Maintains records and files for administrator and related requirements
  • Maintain budget and required documentation for Administrator
  • Ability to type, prepare, distribute, files records/reports, attend to correspondence, mailings, etc. related to building functions and administrator needs
  • Orders, processes, and maintains office materials and equipment
  • Reconcile Pcard
  • Operates standard office equipment
  • Takes in-service training as directed/approved by the administrator
  • Computer skills include:  Word, Excel, Skyward and Google
  • Submit monthly AESOP report
  • Complete all secretarial/clerical functions of the department in an efficient and timely manner
  • Receptionist/greet public
  • Answer and direct incoming phone calls
  • Coordinate and organize various office/school mailings
  • Remain flexible and team-oriented
  • Promote and practice professional growth and development
  • Planning/Organization/Time Management - The ability to plan ahead, manage time, accomplish tasks effectively, and maintain an accurate records system
  • Flexibility/Adaptability - Manage multiple conflicting priorities, ability to adjust to changing conditions, procedures, job interruptions, and deadlines
  • Prioritization - The ability to prioritize projects and daily tasks to ensure completion of essential projects
  • Problem Solving/Judgement - The ability to tackle problems on his/her own when appropriate and find constructive solutions
  • Commitment/Teamwork - The level of initiative/enthusiasm for work, professional conscience.
  • Office Procedures - Performing and understanding of daily office/divisional procedures
  • Quality of Work - The level of thoroughness, accuracy, neatness of work which is produced
  • Finance/Budgeting - Knowledge and understanding of accounting procedures
  • Computer/Technical Skills - A high level of experience with computer programs and technology overall
  • Communication Skills - The ability to exchange information accurately and effectively both verbally and in written form with the entire learning community
  • Professionalism - The degree of cooperativeness and consideration displayed in working with the entire learning community. The ability to interact effectively and harmoniously with the entire learning community
  • Confidentiality - Maintain confidentiality related to students, their families and staff and all matters concerning district business
  • Student Needs - Have the ability to establish and maintain positive relationships with the student body (genuine rapport)
  • Dress - Dress neatly in appearance; appropriately dressed for the job
  • Teachable - Accepts constructive criticism
  • Perform other tasks and assume other responsibilities as assigned by supervisor

Physical Demands: The physical demands 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 stand and talk or hear and sometimes walk and sit.  

Occasionally the employee will bend or twist at the neck more than the average person. While performing the duties of this job, the employee may occasionally push or lift up to 50 lbs.  The employee is directly responsible for the safety, well-being, or work output of other people.

Specific vision abilities required by this job include close vision such as to read handwritten or typed material, and the ability to adjust focus. The position requires the individual to meet multiple demands from several people and interact with the public and other staff.  

Work Environment:

The noise level in the work environment is moderate to loud.

Nothing in this job description restricts management’s right to assign or reassign duties and responsibilities to this job at any time.


Position Opens Internally:  4/23/19
Position Closes Internally:  4/29/19
Position Opens Externally (if necessary): 4/30/19
Position Closes:  Open until filled.
 
If you are hired for this position, you will be required to pay for a background check, unless you have completed the background check in the past two years, and it is on filed with the Office of Superintendent of Public Instruction (OSPI). 
  • Position Type: Full-time
  • Job Category : Support Staff > Secretary
  • Contact Information

    • Vicky Barnes , Human Resources
    • 800 Second Street
    • Woodland, Washington 98674
    • Phone: 360-841-2700
    • Fax: 360-841-2701
    • Email: click here

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