Administrative Assistant - Early Learning

Employment

Opportunity

Rosa Iturbide

Human Resources Manager

509.454.5317

rosa.iturbide@esd105.org

Veronica Naranjo

Human Resources Director

509.454.2858

veronica.naranjo@esd105.org

Position:

Administrative Assistant – Early

Learning

Status: Full-time (260 days, 8 hours per day)

Salary Range: $57,776 - $61,325 (annual salary)

Posted Date: May 3, 2024

Starting Date: June 3, 2024 (anticipated)

Location: Educational Service District 105
33 South Second Avenue, Yakima, WA 98902

Job Description and Qualifications: See below

Application Procedure – Applicants apply through the ESD 105
Fast Track on-line application system at www.esd105.org under

the Human Resources link, and ESD 105 Job Opportunities.

Medical, vision, dental, paid leave benefits and retirement options

are available for employees. More information can be found at: ��

ESD105 Benefits.

Deadline to apply: May 17, 2024
Immigration Reform and Control Act Requirement: The recommended
applicant, if not a current regular employee, will be required to complete an INS

1-9 form and must provide proof of employment eligibility.

Background Check: All new employees who will have unsupervised access to
children must complete a satisfactory fingerprint check with the Washington

State Patrol and the FBI. All employment is considered conditional until receipt

of the satisfactory background check.

Employment: ESD 105 shall provide equal employment opportunity and
treatment for all applicants and staff in recruitment, hiring, retention,

assignment, transfer, promotion, and training. Such equal employment

opportunity shall be provided without discrimination with respect to race,

creed, religion, color, national origin, age, honorably-discharged veteran or

military status, sex, sexual orientation including gender expression or identity,

marital status, the presence of any sensory, mental or physical disability, or the

use of a trained dog guide or service animal by a person with a disability.

Domestic partners registered with the state of Washington will be offered

the same rights/benefits as spouses to the extent that treatment is not in

conflict with state or federal law. Inquiries regarding compliance procedures

may be directed to the ESD’s Title IX/RCW28A.640 Officer and Section

504/ADA Coordinator, Veronica Naranjo, Human Resources Director, 33 So.

Second Ave., Yakima, WA (509) 454-2858

ESD 105 is an Equal Opportunity Employer

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Administrative Assistant

HR Dept.: 05/03/2024

POSITION DESCRIPTION

Job Title: Direct Supervisor:

Administrative Assistant – Early Learning Executive Director of Early Learning

The Administrative Assistant provides clerical support to the assigned program and/or

cooperative services. This position will support one or more supervisors simultaneously.

Essential Job Functions:

A. Prepare and execute contracts and subcontracts.
B. Complete data entry using program-specific databases such as ELMS and MERIT for ESD

105’s early childhood programs.

C. Support training events and meetings. Includes scheduling, setup, cleanup, ordering food, and
processing registrations.

D. Order materials and supplies. Includes creating purchase orders, submitting orders, and
receiving and distributing goods.

E. Make travel arrangements for staff and parents; travel arrangements include training
registrations and lodging. Support staff submitting travel expense reports.

F. Gather reports from subcontractors including financial reports and monthly data reports.
G. Organize and collaborate in the production of training materials and resources for

professional development activities.

H. Facilitate scheduling of professional learning activities and events within the department.
I. Create contract templates for services and execute payment processes in collaboration with

the fiscal department and district partners.

J. Attends various meetings as assigned and reports activities and required action; takes
and transcribes accurate, detailed minutes, and distributes as appropriate.

K. Develops and maintains electronic spreadsheets and databases, assists with the
preparation of reports and compiling data, reviews report for accuracy, and files and/or

routes reports and records for programs served.
L. Accurately compiles, reviews, and edits budget data for billing purposes.
M. Performs routine functions including organizing and maintaining departmental files;

processing, filing or distributing incoming and outgoing correspondence, mail;

responding to telephone calls/inquiries for all assigned staff and services; and

maintaining inventory of departmental equipment and supplies, ordering same when

necessary or requested.
N. Receives and routes incoming telephone calls; takes and transmits messages to staff as needed.
O. Maintains calendars and makes appointments for assigned staff.
P. Attends all department and ESD meetings as requested. Serve as liaison for supervisor

in his/her absence; attend meetings and conferences when requested to relay and
collect information.

Q. Coordinates logistics, including securing facilities, meals, and presenters for workshops,
meetings, and/or conferences.

R. Prepares personal service, interim employee, or other contracts for services and submits
payment documentation until service is completed.

S. Assists with a variety of processes and procedures for the purpose of ensuring efficient
processing of applications for department interim employees in addressing position

requirements while adhering to legal and administrative requirements.

T. Schedules, assists, and coordinates various administrative functions in support of hiring

Placement: 4-0

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Administrative Assistant

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processes, e.g., facilitates FastTrack application process; schedules job listings and

advertisements; collects and files employment applications; compiles collected data,

reviews results, and refers to administrative authority as required.

U. Performs numerous essential record-keeping duties to organize and maintain
department information and filing and recordkeeping systems.

V. Takes initiative, with minimal instruction, to format, produce, and distribute workshop,
meeting, and/or conference materials.

W. Sets up video conference equipment for meetings.
X. Works directly with supervisors to make sure time is properly allocated to the assigned

programs. Cooperate with other members of the support staff in carrying out tasks as

time permits or is assigned.

Y. Maintain confidentiality as directed by the supervisor.
Z. Perform other duties as assigned.

Qualifications:

Required Education and Experience:

1. Associate’s degree, and four years of administrative support experience.
2. Three years of applicable office experience.
3. Knowledge of and experience in telephone etiquette.
4. An equivalent combination of education, training, and experience that provides

the required knowledge, skills, and abilities to perform the essential functions of

the job.
5. Commitment to using a racial equity lens.
6. Ability to work effectively with culturally diverse individuals and groups.

Preferred Education and Experience:

1. Bachelor’s degree, with study in related area.

2. Bilingual and Biliterate in English and Spanish.

Required Skills, Knowledge and or Abilities:

1. Proficient with Microsoft Office Suite or related software.
2. Strong word processing and data entry skills.
3. Ability to operate all standard office machines and equipment.
4. Knowledge of basic accounting concepts as it relates to budget, revenue,

expenses, and reconciliation.
5. Must have high self-motivation and initiative skills in accomplishing required responsibilities.
6. Demonstrated ability to organize, prioritize, and follow through on a variety

of tasks and assignments simultaneously.
7. Must have good human relations and interpersonal skills.
8. Demonstrated ability to work well in a variety of settings with management, office

personnel, and the public, both individually and in a team setting.
9. Excellent verbal and written communication skills.
10. Ability to lift or move objects up to 45 pounds.
11. Access to reliable transportation and willingness to travel, if necessary.

Physical Demands

The usual and customary methods of performing the job’s functions require the following conditions:

• Significant: (i.e. sitting, talking, hearing, walking, vision, color vision,
  

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Administrative Assistant

HR Dept.: 05/03/2024

peripheral/depth perception, ability to adjust focus, grasping, handling paperwork,

repetitive motion, use of personal computer, looking at a computer monitor, lifting up

• Occasional: (i.e. driving, lifting over 10 pounds up to 45 pounds, reaching above

The statements contained in this job description reflect general details as necessary to

describe the essential functions of this position, the level of knowledge and skill typically

required, the scope of responsibilities, and the physical demands, but should not be considered

an all-inclusive listing of the work requirements.

Individuals may perform other duties as assigned, including work in other functional areas to

cover absences or relief, to equalize peak work periods, or otherwise to balance the workload.

Changes to the position description may be made at the discretion of the employer.

Significant - Occupation requires this activity more than 66% of time (5.5 hrs/day)

Frequent - Occupation requires this activity from 33% to 66% of time (2.5 to 5.5 hrs/day)

Occasional - Occupation requires this activity up to 33% of time (0 to 2.5 hrs/day)