Administrative Assistant to the Superintendent & Board/Facilities & Program Manager

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 provides operational coordination, administrative support, and project management to the Superintendent and the Board of Directors. Manages the day-to-day administrative and secretarial support activities of the office, which may be of a confidential nature. Provides oversight and coordination of the integrated NWESD facility including maintenance and repair operations for the building and grounds, use by outside organizations, and sale/disposal of surplus equipment/materials. Manages and executes administrative and project support activities associated with multiple NWESD programs including, but not limited to, Administrator Professional Certificate, Certification, Communications, Construction Management, and Fingerprinting. Manages and implements administrative support activities for NWESD cooperative programs including, but not limited to, Legal Services, Snohomish County Public Schools Information, and Traffic Safety Education. Responsible for motor pool operations including fleet and motor vehicle maintenance, scheduling, purchasing, inspections, and compliance. Provides oversight for the purchase, installation, maintenance, and use of multi-function document devices located throughout the NWESD building. Serves as a resource to the NWESD and/or member districts, as needed, including, but not limited to, archived school district record access, board member certifications/filings, and appropriate referrals to access needed information.

Essential Functions:

• Administrative Assistant to the Superintendent; oversees and administers the day-to-day activities of the office.
• Provides primary, confidential and timely administrative and organizational support to the Superintendent; develops systems which ensure productive and efficient office operation; provides assistance and support in problem solving, project planning and management; and in the absence of the Superintendent, acts or advises on internal operational matters, as necessary.
• Performs research and analysis on specific issues, as required, and independently prepares letters and/or reports, which may be highly sensitive and confidential in nature.
• Serves as a primary point of direct administrative contact and liaison with other offices, individuals, and external institutions and agencies on a range of specified issues; organizes and facilitates meetings, conferences, and other special events, as required.
• Coordinates the development and preparation of the Board of Directors meeting agendas and packets.
• Schedules, organizes, and coordinates meetings and other Board of Directors functions and events.
• Provides organizational support to the Board of Directors, Superintendents Advisory Committee, Executive Board, Regional Committee, and assigned programs/cooperatives.
• Develops and implements systems and processes to establish and maintain records and archives for the Superintendent, Board of Directors, department, facility, and assigned programs/cooperatives.
• Coordinates and/or assists with establishing or recommending budget allocations for the department, facility, assigned programs, assigned cooperative programs, and costs centers for motor pool operations and multi-function document devices; performs fiscal and records management functions for associated accounts; oversees the operation of budget accounts; plans and monitors expenditures.
• Directs and coordinates the activities of the Facility-Grounds Maintenance Custodian and service contractors in the provision of comprehensive facility maintenance and repair services; ensures that annual and preventative maintenance programs are performed.
• Assures legal compliance with all facility-related requirements which include, but are not limited to, cathodic protection system monitoring, methane gas monitoring, and fire/security alarms and drills.
• Monitors, operates, and troubleshoots the fire/security alarm systems and serves as the second responder to building emergencies at any time (evenings, weekends, holidays).
• Ensures adequate stocks and serviceability of necessary maintenance supplies and equipment; purchases materials, supplies, and/or equipment as appropriate.
• Oversees sale, transfer, and/or disposal of all NWESD surplus property; develops systems to ensure efficient operations as well as compliance with NWESD and state policies/regulations; prepares legal notices for newspaper; advertises items for bid and/or relocation; provides reports and maintains records related to the transfer/sale of NWESD surplus property.
• Coordinates use of NWESD buildings, grounds and facilities by outside groups/individuals.
• Oversees and administers the day-to-day activities of assigned specialized programs and cooperative programs; develops and implements systems and processes to establish and maintain records; assures compliance with NWESD policies, operating agreements, state and federal laws and regulations.
• Serves as the primary point of initial contact on administrative and operational matters related to specialized programs and cooperative programs; independently researches and prioritizes incoming issues and determines appropriate course of action, referral, and/or response.
• Provides NWESD motor pool vehicle management; coordinates preventative maintenance and repair of vehicles; provides record keeping and monthly auditing/billing; accounts for and monitors vehicle fuel credit cards/charges; receives and processes vehicle accident and damage reports; processes vehicle acquisition and disposal; prepares cost analysis and periodic management/operational reports.
• Maintains supply and maintenance agreements for shared multi-function document devices; reviews all invoices and performs monthly auditing/billing to programs/departments; oversees and evaluates equity of the budget account; identifies specifications for equipment purchases and solicits bids from vendors; monitors contract to ensure contractor compliance.
• Manages, stores, indexes, and retrieves archived school district records; processes, records, and forwards school district board member legal documents ensuring accuracy and consistency; responds to requests for information with referral to appropriate resource(s) in a timely, positive, and professional manner.
• Oversees and coordinates activities of assigned staff, including management and training, scheduling and prioritizing work assignments, performance evaluation, and problem resolution.
• May provide administrative assistance and/or serve as a resource to other program managers and staff as requested.
• Provides technical support on NWESD-wide software programs.

Qualifications:

High school graduate or equivalent, a minimum of an AA degree and four years of progressively responsible administrative level secretarial/management experience, preferably in an educational establishment. 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. WA State Patrol background clearance required.

Requires knowledge of:

• The field of assignment sufficient to perform completely and accurately the full scope of responsibility as illustrated by example in this position description.
• Northwest Educational Service District 189 programs and services.
• Advanced insights and pro-activity in office, facility, and program management principles, practices, procedures and systems, and resource availability.
• General employment and personnel practices common in an educational establishment.
• Effective supervisory techniques and demonstrated experience in doing so.
• Generally accepted accounting practices and principles which may include budget preparation and analysis, cost estimating, fiscal management principles and procedures, journal vouchers, purchase orders, invoicing, and grant and contract management and oversight.
• Database management, word processing, spreadsheet, and presentation software.

Requires the ability to:

• Plan, develop, and coordinate multiple projects.
• Organize resources and establish priorities.
• Gather data, compile information, and prepare reports.
• Develop and maintain recordkeeping systems and procedures.
• Analyze and solve problems.
• Maintain confidentiality of records and other information.
• Communicate effectively in both oral and written format.
• Make administrative and procedural decisions and judgments on sensitive, confidential issues.
• Coordinate and oversee contractors and other facilities and repair service providers, within budget constraints.
• Work independently using effective time management and organizational skills.
• Answer substantive questions relating to NWESD 189 services and the ability to follow through with requests.
• Supervise, direct, and motivate staff in concert with NWESD 189 goals, mission and Operating Principles.
• Handle several tasks simultaneously while maintaining accuracy and attention to detail in an environment of frequent interruptions.
• Learn and master new job responsibilities.
• Work with computers and applicable computer software programs at an advanced level. Ability to operate standard office equipment.
• Establish and maintain effective working relationships with co-workers, school district staff, administrators and superintendents, state agency staff, college and university staff, parents, vendors, reporters, board members, special interest groups, and the general public.

WORKING CONDITIONS/PHYSICAL REQUIREMENTS:

Work is performed primarily in an office environment, however travel is required for meetings, workshops, conference planning, committee representation, or conferences. Lifts and carries a maximum of 30 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 set-up is a potential hazard if proper safety procedures are not adhered to.

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.