Instructional Support Specialist

Thank you for your interest in a career with us! The Northshore School District is committed to a diverse workforce that reflects our students and our community, one that embraces and models equity and cultural competency.  

JOB SUMMARY

This position provides a wide range of administrative support services to meet the varying demands and expectations of the Instructional Support Department.

DUTIES AND RESPONSIBILITIES

This list of essential functions is not exhaustive and may be supplemented as necessary in consultation with the employee(s) involved.  Duties may vary from position-to-position or based on the employee(s) specific assignment and needs of the Director.

1. Manages office operations and provides a wide-range of administrative support to the Instructional Support Department and/or its administrators; provides assistance to office visitors; answers the telephone; researches and responds to verbal and written inquiries; explains programs; opens, screens and prioritizes mail; prepares meeting agendas and minutes; composes, edits, formats, and/or word processes various documents and correspondence; uses standard office equipment including copiers, fax machines, and document scanners, and orders supplies or maintenance as necessary.
2. Acts as liaison between Director(s), Teachers on Special Assignment (TOSAs), and other staff throughout the district; informs contacts of schedules of instructional support administrators and TOSAs; advises Director(s) of matters requiring immediate action; arranges meetings and maintains calendars; makes travel and conference arrangements; creates visual presentations using Excel and PowerPoint; prepares materials and reports for the Board of Directors, Cabinet, staff, state agencies and the general public.
3. Serves as a resource to school administrators, staff, parents and the community regarding instructional programs and procedures; maintains knowledge of rules, regulations, legislation, and technology governing programs.
4. Maintains a record-keeping system to monitor and reconcile program/department budget expenditures and revenues. Maintains ledgers and computerized spreadsheets of budget transactions, processes purchase orders and maintains inventory control of supplies, equipment and materials; processes and maintains record of travel authorizations, expense claims, and monthly time reports; interprets budget guidelines for staff and researches budget problems.
5. Orders supplies and instructional materials; coordinates the distribution and maintenance of instructional materials; provides purchasing information and vendor catalogs to instructional staff; supports office managers in developing and processing purchase orders for curricular resources.
6. Assists Director(s) with the daily administration of Federal and State categorical programs such as Title II and Highly Capable programs; maintains close contact with program specialists and instructors to meet their needs; updates district website with program information; keeps an accurate database of teacher/student rosters; monitors student files and archives; collects and distributes data and other district documents; prepares various required federal, state, and district reports on a monthly, quarterly, and yearly basis.
7. May organize and coordinate staff development workshops and trainings; enter class information, track registrations, order appropriate materials, provide agendas and sign-in forms, assist with setup and cleanup; track submitted timesheets for approval by Director(s); coordinate with Human Resources staff concerning the awarding of clock hours; may assist with regional conferences, parent events and other professional development projects as needed.
8. May coordinate efforts relating to graduation requirements, curricular adoptions, work groups, state mandates, parent and teacher communication, grant record keeping, extended learning programs, and special projects.
9. May assist with the district testing process by coordinating needs and deadlines of multiple testing administrators; manages the processes for effective collection and maintenance of highly capable student data; maintains district-wide assessment schedule; coordinates training for proctors; reserves and assists with setup and cleanup of testing sites; processes tests in preparation for scoring and prepares materials for shipping; distributes scored test results to schools and parents; communicates with parents regarding testing inquiries; tracks appeal requests and committee decisions.
10. May provide administrative support for district committees such as the Curriculum Materials Adoption Committee; post agendas; record meeting minutes; maintain website information; contact vendors for proposed instructional material quotes; correspond with presenters and the committee; prepare documents for the Board of Directors.
11. Supports programs and staff within the scope of the Instructional Support Department and supervised by its administrators.
12. Performs other related duties which are consistent with the job description and employee assignment.

REPORTING RELATIONSHIP

Reports to an Instructional Support Department administrator.  

WORKING CONDITIONS  

Required to sit for prolonged periods; requires prolonged exposure to visual display terminal; occasionally required to work flexible and irregular hours including some weekends; requires occasional lifting and carrying of equipment and supplies up to 30 pounds.

MINIMUM REQUIREMENTS  

Education and Experience

High school graduation or equivalent with three (3) or more years of increasingly responsible office experience preferably involving use of personal computers, and budgetary or accounting experience.  Prior school district work experience desired.

Allowable Substitution

Training in secretarial or accounting procedures may substitute on a month-to-month basis for one (1) year of the required experience.

Knowledge, Skills, and Abilities

Ability to use courtesy, tact and good judgment when dealing with district staff, students, and the public; ability to maintain confidentiality; ability to communicate effectively orally and in writing; skill in drafting correspondence and taking meeting minutes; knowledge of correct grammar, spelling and English usage; ability to exercise independent judgment, organize and set priorities, remain flexible, and work effectively under pressure; skill in problem resolution; ability to consistently demonstrate supportive teamwork with administrator(s) and with district and building personnel; ability to establish and maintain effective working relationships with staff, patrons, and public, and project a positive image of the Northshore School District; knowledge of secretarial procedures and techniques;  keyboarding skills at 50 words per minute; ability to maintain budget, purchasing and other records; ability to operate a desktop computer and effectively use Microsoft Office software; ability to quickly learn other software applications, such as BusinessPlus, Synergy, PDPlace, PowerPoint and Excel; ability to operate office equipment.

Licenses/Special Requirements

Ability to operate computers and learn specific software programs for budgetary/accounting, database entry, reporting, word processing and student information systems.

SALARY Salary is based upon the current 2024-25 NEOPA Salary Schedule Salary (Level H); placement on the salary schedule will be determined by Human Resources DOE. FLSA Non-Exempt.

WORK YEAR 8.0 hours per day, 260 days per year.

BENEFITS  Washington state health insurance coverage (SEBB) and a Washington state retirement package, for eligible positions.  Generally, you are eligible for SEBB benefits if you are anticipated to work at least 630 hours per school year (September 1 through August 31). The School Employees Benefits Board (SEBB) benefits include:

• Medical plans with prescription benefits
• Dental plans
• Vision plans
• Life and AD&D insurance
• Long-term disability insurance
• Medical Flexible Spending Arrangement
• Dependent Care Assistance Program

All offers of employment are contingent upon satisfactory results of background checks with prior employers and/or character references; satisfactory outcome of a criminal history background check (includes fingerprinting); satisfactory outcome of sexual misconduct information from prior school district employers; and approval by the Northshore School Board.  

Click here to view our Non-Discrimination Statement and Accommodation Policy.

Salary : $36 - $42