What are the responsibilities and job description for the Secretary I @ Special Services Department position at Moses Lake School District 161?
TERMS OF EMPLOYMENT
SECRETARY I
Special Services Department
8 hrs per day/210 workdays per year
Shift Time: 7:30 am to 4:00 pm
Shift time is subject to building needs.
Classified Salary Range
Benefits Available
POSITION OVERVIEW
Secretary I plays a crucial role in maintaining the efficient operation of the school’s administrative processes by providing comprehensive secretarial and clerical support.
This position performs a wide variety of secretarial, clerical, and bookkeeping duties using independent judgment within generally defined methods, practices, and procedures.
QUALIFICATIONS
High school diploma or equivalent; additional relevant education is preferred.
Minimum of one (1) year of clerical experience utilizing various computer applications, or an equivalent combination of education and experience that provides the necessary knowledge, skills, and abilities to perform the essential job functions.
Ability to maintain strict confidentiality of sensitive information.
Must be able to work independently with minimal supervision.
Proven record of reliable attendance and punctuality.
Previous experience in a school secretarial role is preferred.
Strong office communication skills, demonstrating the ability to interact effectively and professionally with district staff, students, parents, and the public, even in a fast-paced environment with frequent interruptions.
History of positive, cooperative, and professional collaboration with all staff members.
Proficiency in office practices, procedures, and equipment.
Knowledge of general bookkeeping principles and procedures.
Ability to efficiently use various computer applications, including but not limited to Google Suite, Microsoft Word, Excel, Skyward, and Red Rover.
Strong organizational skills, with the ability to develop and maintain office procedures and recordkeeping systems.
Capability to independently plan, organize, and manage office activities, even in the absence of a supervisor.
Ability to type or enter data quickly and accurately.
Proficiency in performing accurate calculations and maintaining balanced financial records.
Detail-oriented with a high degree of accuracy in all tasks.
Ability to comprehend and execute verbal and written instructions, policies, and procedures effectively.
Bilingual skills are preferred.
ESSENTIAL JOB FUNCTIONS
Provide exceptional customer service, ensuring a welcoming and professional experience for all visitors, students, parents, and staff.
Manage and coordinate daily office operations efficiently.
Perform administrative tasks related to personnel, budgeting, and facilities, making decisions within the scope of authority, often in the supervisor’s absence.
Assist in developing office procedures and policies while maintaining organized and accurate recordkeeping systems.
Serve as the primary point of contact by answering and directing calls, greeting visitors, and providing information in person and over the phone.
Foster effective communication by collaborating with teachers, administrators, and parents.
Prepare, format, edit, and proofread a variety of documents, including correspondence, reports, meeting minutes, and forms, ensuring confidentiality as required.
Assist with budget-related tasks, including processing purchase orders, assigning budget codes, verifying funds, obtaining necessary approvals, and distributing documentation.
Maintain and update databases and spreadsheets by verifying and inputting student and administrative information.
Organize and manage a filing system for detailed records, including updating, transferring, and purging files as necessary.
Maintain accurate special education student records in IEP Online and communicate relevant information to district staff as needed (training provided).
Schedule and manage appointments and calendars for assigned staff.
Coordinate, arrange, and prepare materials for key school activities and events.
Track and maintain inventories of supplies, books, furniture, and equipment.
Contribute positively to a team environment by working collaboratively and maintaining professional, respectful relationships.
Provide interpretation services when applicable, based on language proficiency.
Regularly monitor and respond to district-assigned email communications.
Take ownership of assigned responsibilities and ensure successful completion of tasks.
Maintain consistent and reliable attendance.
Perform additional duties as assigned.
TESTING REQUIREMENTS:
- Ability to successfully complete the following assessments: Typing (upper Moderately Effective to Highly Effective range), math, grammar, basic excel, proofreading, writing sample (optional), 10-key test (optional), accounting (optional) tests.
- Current in-district employees with five (5) or more years of experience in the Moses Lake School District may have the typing test waived at the discretion of the principal/director.
NOTICE OF NONDISCRIMINATION
The Moses Lake School District #161 does not discriminate in any programs or activities on the basis of sex, race, creed, religion, color, national origin, age, honorably discharged veteran or military status, sexual orientation, gender expression or identity, disability, or the use of a trained dog guide or service animal and provides equal access to the Boys Scouts and other designated youth groups. Inquiries regarding compliance and/or grievance procedures may be directed to the school district’s Title IX, Civil Rights, Affirmative Action, and Equal Opportunity officer, Michelle Musso, 1620 S Pioneer Way, Moses Lake, WA 98837, (509) 766-2650, mmusso@mlsd161.org; OR Section 504/ADA Coordinator, Samantha Burgess, 1620 S Pioneer Way, Moses Lake, WA 98837, (509) 766- 2670, sburgess@mlsd161.org.
