Assistant Secretary (Middle School)

Terms of Employment: Monday-Friday, 8 hours per day (8:00 a.m. - 4:30 p.m.), 204 days per year; typically starting two weeks prior to the first student attendance day and ending one week after the last student attendance day.

• This position is covered by the SEIU Collective Bargaining Agreement.
• The successful candidate for this position must be fingerprinted. Employment is contingent upon a successful background check and clearance by the Washington State Patrol and Federal Bureau of Investigation.

ESSENTIAL FUNCTIONS
Duties will vary based on the assignment and may include, but not be limited to, the following:

General Duties

• Greet students, parents, staff and the public; answer a wide variety of telephone and in person inquiries; screen calls
• Assist the head secretary with a variety of functions including financial recordkeeping (such as requisitions, purchase orders and invoices)
• Perform enrollment and withdrawal activities in the web-based student information system and prepare monthly student counts for P-223 reporting as assigned by the principal
• Accurately enter and update daily attendance in the student information software system
• Compose a variety of documents and letters and prepare materials for the purpose of documenting activities, providing written reference and/or conveying information
• Assist staff with a variety of reports (e.g. truancy, immunization statuses, etc.)
• Maintain a variety of files and records
• Process volunteer background checks as assigned by the principal
• Handle, receipt, deposit and account for monies related to fees, fines, and lunch accounts
• Distribute medications to students and assist students and staff as needed in case of emergency
• Contribute to the efficient operation of the office in the absence of the Head Secretary and/or General Office Aide
• Communicate effectively with students, parents, staff, and community partners
• Attend required trainings
• Maintain a neat, clean personal appearance and traits of a good role model for students; work apparel should be appropriate for a safe and professional work environment
• Provide a safe learning environment for all students
• Regular attendance to carry out the duties and responsibilities of the position
• Perform other related duties as assigned

Athletics
Duties for Assistant Secretaries assigned to the middle school or high school may also include, but not be limited to, the following:

• Provide clerical support to athletic programs including creating and editing team rosters, event programs and passes; arranging transportation; processing grade checks and eligibility confirmations and communicating with other schools when needed
• Submit reports to WIAA
• Process ASB and Activities requisitions
• Process volunteer and athletic staff background checks
• Assist the Director of Athletics and Activities and other administrators as needed
• Order awards, certificates and other related items as requested by coaching staff
• Handle, receipt, and deposit athletic gate funds
• Design and maintain the athletic schedule for the district website

• High School diploma or equivalent
• A combination of education, training, skills, and experience necessary to perform the job successfully
• A valid CPR card, or the ability to obtain a card, is required upon hire
• Successful completion of a basic skills assessment may be required prior to offer of employment
• A valid state-issued driver’s license with a clean driving record

• Previous business office experience
• Experience in a K-12 educational setting

• Possess a genuine enthusiasm for working with students, staff, and the community
• Basic knowledge of general school accounting procedures
• Knowledge of secretarial procedures; high-level keyboarding and data entry skills
• Proficiency in a variety of common business office equipment (e.g., multi-line phones, copiers, printers, etc.)
• Proficiency in common office software and web-based applications (e.g., email, word processing and electronic spreadsheet applications)
• Ability to gain proficiency in the district’s student information software program
• Willingness and ability to learn the key clerical duties of other building office personnel for the purpose of continuing the efficient operation of the office in their absence (including, but not limited to: daily deposits, absence management and substitute placement, bell systems, purchasing, etc.)
• Proficiency in correct grammar, spelling and English usage; ability to compose, edit and format correspondence
• Ability to establish and maintain an accurate recordkeeping system
• Willingness and ability to learn new systems
• Ability to safely operate a motor vehicle to perform the essential functions of the position
• Ability to participate in activities outside the normal workday
• Demonstrated ability to communicate effectively both verbally and in writing with a diverse population of staff, students, families, and community members while maintaining a calm, professional demeanor and supporting an atmosphere of warmth, cooperation and service to others
• Demonstrated ability to treat all staff, students, parents, and community members with dignity
• Demonstrated ability to establish and maintain positive relationships with students and staff
• Strong self-initiative with an ability to work independently with minimal supervision
• Demonstrated ability to work collaboratively in a flexible and cooperative manner in order to build and maintain effective teams and partnerships
• Demonstrated ability to work effectively as a team member and analyze situations to define issues, draw conclusions, and determine resolutions and/or action plans
• Punctual, with the ability to meet deadlines, adapt quickly to change and maintain flexibility in a dynamic work environment
• Ability to maintain confidentiality in all district matters
• Understand and implement district safety procedures
• Ability to incorporate working knowledge of Board Policies E-1 through E-4 into daily practice
• Ability to learn and follow school district policies and procedures

• This job is performed in a school office environment.
• Some lifting may be required; ability to occassionally lift at least 40 pounds with assistance is required
• Some carrying, pushing, and/or pulling; some stooping, kneeling, crouching, and/or crawling may be required
• Significant fine finger dexterity is required

Salary: The base wage is $24.18/hour after successful completion of a probationary period of 60 working days/480 hours of employment (whichever is less). The probationary rate of pay is $21.76/hour. Payrates thereafter are based on the SEIU salary schedule.

Benefits: This position is eligible for a generous benefits package including medical, dental, and vision insurance for employees and their qualified dependents. Employer-paid basic life, long-term disability, and AD & D insurance are available to the employee only. Additional benefits include retirement through the Washington State Department of Retirement and optional supplemental benefits including supplemental life, long-term disability, FSA, DCAP, and deferred compensation. Paid leave benefits include two (2) days of personal leave and ten (10) days of sick leave per school year pro-rated based on the employee's hire date. Paid holidays include: Veterans Day, Thanksgiving Day, the day following Thanksgiving Day, Christmas Day, New Year's Day, Martin Luther King Day, President's Day, and Memorial Day. Juneteenth is a paid holiday when the holiday falls within the employee's work year. Labor Day is a paid holiday when the start of school precedes the holiday or when an employee returns to a regularly scheduled work week or an approved scheduled day before the holiday. Additional available paid leave benefits and terms of paid holidays are governed by the SEIU Collective Bargaining Agreement.