Administrative Assistant III

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 manages and oversees the activities of a major, multifaceted NWESD department, as determined by the Superintendent. Serves as the primary point of contact for both internal and external constituencies on all matters pertaining to the department and assists/represents the department administrator in communicating with constituents. Researches, prioritizes, and follows-up on multiple issues and concerns addressed to the department and/or administrator, including those of a sensitive and/or 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.

• Serves as the primary point of initial contact on matters directed to the department and/or administrator; independently researches and prioritizes incoming issues and determines appropriate course of action, referral, and/or response.
• Provides staff and department support for administrator, to include screening and handling telephone communications, greeting and directing visitors, and dealing with administrative problems and inquiries, as appropriate.
• Aids in the understanding and interpretation of NWESD policies and procedures, as appropriate, and ensures that department operations are in compliance.
• Receives, screens, evaluates, and determines appropriate response to all written correspondence received by the department; independently formulates and disseminates written responses, as appropriate; composes and prepares written documentation and correspondence.
• Schedules appointments and maintains calendars; schedules, coordinates, and facilitates meetings, facilities usage, events, and/or travel arrangements; takes minutes, and provides administrative support and follow-up on matters arising from meetings.
• Establishes, maintains, and updates department files, inventories, 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.
• Utilizes word processing, spreadsheets, and database applications to manipulate and format correspondence/data.
• Coordinates workshop/conference registrations, cancellations, and refunds according to NWESD policies/procedures and maintains accurate electronic records in the adopted system/format.
• Serve as event coordinator for workshops/conferences/meetings to include room set-up, clean-up, and direct contact for participants and presenters, which could include tech support, lunch service, handouts and/or supply requests.
• Gathers, investigates, researches, analyzes, and/or studies information affecting NWESD 189-wide, intradepartmental, or interdepartmental operations.
• Monitors, reconciles, and assists with fiscal administration for the department, including but not limited to budgets, funding, grants, contracts, payroll, employment, travel, and/or purchasing; may assist with fiscal planning, including participating in seeking alternate sources of funding.
• Coordinates and/or assists with establishing or recommending budget allocations for the department and reviews revised and final budgets; may coordinate the budget processes, as specifically assigned.
• May negotiate and recommend contracts and/or agreements for NWESD 189 execution; administers executed contracts, as appropriate.
• Requisitions supplies and services.
• Coordinates the disposition and/or resolution of individual problems and disputes involving department staff, contractors, volunteers, and/or members of the public, as they arise.
• Oversees and coordinates activities of the department support staff, to include training, scheduling and prioritizing work assignments, and implementation of effective operating policies, procedures, and systems; may participate in hiring recommendations and performance appraisals.
• Participates in planning of complex projects, operations, and/or events for the department.
• Assists in administrative problem solving, program/project planning, development, and execution of stated goals and objectives.
• Provides administrative coordination and consultation with position postings, staff recruitment, and orientation, as appropriate, to include assisting with interview documents, interview logistics, and search documentation.
• Trains and mentors staff and assists with coordination of human resource activities.
• Enhances professional growth and development through participation in educational programs, current literature, in-service meetings, and workshops.
• Manages a variety of special projects, some of which may have NWESD-wide impact. Trains new staff at their responsibility level and supervises staff below their responsibility level, as requested.
• May coordinate specified administrative activities across multiple departments/programs.

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.
• Comprehensive knowledge and understanding of NWESD and department/program policies/procedures and the ability to consistently perform 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.
• Advanced verbal and written communication skills and the ability to work with a wide range of diverse constituencies.
• Demonstrated project management skills and the ability to resolve complex problems and issues.
• Ability to maintain calendars, schedule appointments, and coordinate travel.
• Ability to create, compose, and edit written materials.
• Ability to record and transcribe meeting minutes.
• Information research, analysis, and evaluation skills.
• 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 budget preparation and fiscal management.
• Knowledge of office management principles and procedures.
• Conflict resolution and/or mediation skills.
• Ability to supervise and train employees, to include organizing, prioritizing, scheduling work assignments, and employee development and performance management skills.
• 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) serving as primary administrative and operational liaison with internal departments and external entities; b) using independent judgment in problem solving of complex operating issues; c) utilization of word processing, spreadsheets, and database applications to manipulate and format correspondence/data; d) frequent organization of resources and participation in planning of complex projects, operations, and/or events for the department; e) financial control and tracking of department budget and expenditures, with knowledge of computerized information systems used in financial and/or accounting applications; f) training and mentoring staff; and g) assisting with coordination of human resource activities.

Qualifications:

High school diploma or GED; two (2) years of college level secretarial course work and three (3) years of progressively responsible administrative level secretarial experience, including at least one (1) with lead worker or supervisory responsibilities, 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 skills, knowledge, 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.