Administrative Assistant I

The NWESD aspires to be a racially and culturally inclusive staff that reflects the diversity of those we serve. We believe this strengthens our organization, stimulates creativity, promotes the exchange of ideas, and enriches staff engagement.

Summary:

Independently and cooperatively performs a variety of administrative and staff support duties for NWESD department administrator(s)/manager(s), which require a range of skills and knowledge of organizational policies and procedures and may be of a confidential nature.

Essential Functions:

Duties listed are intended to provide a summary of the major duties and responsibilities of this position. Incumbent(s) may not perform all duties listed and may be required to perform additional duties not listed, but within the general scope of the position.

• Coordinates and performs a range of staff and/or operational support activities for the department/program; serves as a liaison with other departments/programs in the resolution of day-to-day administrative and operational challenges.
• Provides administrative support for the department/program such as answering telephones, assisting visitors, and resolving and/or referring a range of administrative challenges and inquiries.
• Ensures timely responses to a variety of routine inquiries; composes and proofreads/edits correspondence from dictation, verbal direction, or from knowledge of established department/program policies/procedures; may record, compose, edit, and distribute agendas and/or minutes of meetings.
• Maintains calendars, schedules appointments, coordinates meetings, and/or other similar activities for supervisors, which may include travel and lodging arrangements.
• Coordinates workshop/conference registrations, cancellations, and refunds according to NWESD 189 policies/procedures and maintains accurate electronic records in the adopted system/format.
• Serves as event coordinator for workshops/conferences/meetings to include room set-up, clean-up and direct contact for particpants and presenters, which could include tech support, lunch service, handouts and/or supply requests.
• Prepares or assists with the preparation of scheduled and/or ad hoc statistical and narrative reports; performs basic information gathering and analysis and/or forecasting, as specifically directed.
• Establishes, maintains, and updates files, databases, records, and/or other documents; develops and maintains data, and performs routine analyses and calculations in the processing of data for recurring internal reports.
• Balances, monitors, and reconciles department/program budgets and financial reporting system reports; may prepare drafts of budget planning documents; may manage refunds and reconciliations.
• Requisitions supplies and services.
• Assists department/program management and staff in problem solving, project planning, and development and execution of stated goals and objectives.
• Trains and supports new staff as requested.
• Enhances professional growth and development through participation in educational programs, current literature, in-service meetings, and workshops.
• Utilizes word processing, spreadsheets, and database applications to manipulate and format correspondence/data.

Required knowledge, skills, and abilities:

• Ability to make administrative/procedural decisions/judgments and to answer substantive questions relating to department/program services and then to follow through with requests, as appropriate.
• Knowledge of NWESD and department/program policies/procedures and the ability to consistently perform position responsibilities within compliance.
• Interpersonal/receptionist skills, including the ability to establish and maintain effective working relationships with co-workers, school district staff, vendors, board members, and the public.
• Ability to communicate effectively, both orally and in writing.
• Organization and coordination skills, including the ability to organize resources, establish priorities, work independently, use effective time management, process multiple tasks simultaneously while maintaining accuracy and attention to detail in an environment of frequent interruptions, and complete duties in timely manner.
• Ability to maintain calendars, schedule appointments, and coordinate travel.
• Ability to create, compose, and edit written materials.
• Ability to record and transcribe meeting minutes.
• Knowledge of records maintenance requirements and the ability to comply through NWESD policy/procedures adherence and to maintain confidentiality of records and other information.
• Ability to gather data, compile information, and prepare reports.
• Knowledge of general accounting principles.
• Knowledge of supplies, equipment, and/or services ordering and inventory control.
• Ability to analyze and resolve challenges/solve problems.
• Ability to lead and train staff and/or volunteers.
• Ability to learn and master new and evolving position responsibilities.
• Ability to effectively use technology and/or software to perform various Essential Functions.

Distinguishing Characteristics

Position requires: a) using discretion and making administrative judgments based on existing operating guidelines to resolve day-to-day operating issues; b) performing interoffice administrative coordination, routine bookkeeping transactions, internal tracking of documents and travel arrangements; c) utilization of word processing, spreadsheets, and database applications to manipulate and format correspondence/data; d) scheduling, organizing, and facilitation of training and professional development events/programs; and, e) gathering and analyzing statistical data in order to create and prepare routine and ad-hoc reports and correspondence.

Qualifications:

High school diploma or GED; at least three (3) years of experience that is directly related to the duties and responsibilities specified, preferably in an educational organization.  An equivalent combination of education and experience may be substituted which provides the knowledge, skills, and abilities to perform the essential functions of the position. WSP criminal history background clearance required.

Working Conditions/Physical Requirements:

Work is performed in an office environment; however, periodic travel may be required for workshops or conference attendance. Lifts and carries a maximum of forty (40) pounds. Adequate manual and finger dexterity, hearing, speech, and vision are necessary to perform the essential functions of the position.

Hazards: Those present in a normal office environment.  Lifting and moving tables and chairs for workshop setup is a potential hazard without adherence to proper safety procedures.

The statements contained herein reflect general details as necessary to describe the essential functions of this position, the level of knowledge and skill typically required, and the scope of responsibility, but should not be considered an all-inclusive listing of 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.

It is the policy of the Northwest Educational Service District No. 189 to not discriminate against any person with regard to race, color, religion, sex, age, national origin, marital status, physical or mental disability, or citizenship or immigration status.