Executive Assistant/Facilities 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:

Oversees all administrative and/or operational matters for the Office of the Superintendent and the NWESD Board of Directors (BoD), and NWESD office facilities. Handles a wide range of issues on behalf of these offices and acts as the primary point of contact for both internal and external constituencies. Researches, prioritizes, and follows-up on multiple issues and concerns addressed to the Superintendent, including those of a sensitive and/or confidential nature. Manages a variety of special projects.

Essential Functions:

Duties listed are intended to provide a summary of the major duties and responsibilities of this position. Employee(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 administrative and operational matters for internal and external constituencies, to include staff, member school districts, the Office of the Superintendent of Public Instruction (OSPI), the Association of Educational Service Districts (AESD), and the community; independently researches and prioritizes incoming issues and determines appropriate course of action, referral, and/or response.
• Serves as principal aide to the Superintendent and the BoD, directly handling all day-to-day operational matters, often related to complex and confidential issues, on behalf of the offices; provides support in dealing with a range of issues, as appropriate.
• Maintains all formal records and archives for the offices and serves as the point of contact for members of the public in requesting disclosure of public records and oversees the NWESD’s compliance with the public records disclosure requirements of RCW 42.56.
• Oversees all facets of the day-to-day administration of the office, ensuring compliance with NWESD policies, operating agreements, city, state and federal laws and regulations.
• Oversees sale, transfer, and/or disposal of all NWESD surplus property per Policy and Procedure 6881.
• Assists in the research, development, and updating of policies and procedures; assists in the understanding and interpretation of NWESD policies and procedures, as appropriate, and ensures that office operations are in compliance with policy provisions.
• Schedules, organizes, and coordinates meetings and other office functions and special events; coordinates attendance of the Superintendent and BoD at NWESD activities/functions.
• Gathers and analyzes information affecting NWESD intra/interdepartmental operations.
• Evaluates maintenance programs and modifies as needed to increase efficiency and effectiveness including ensuring compliance with the Clean Buildings Act.
• Coordinates and/or assists with establishing or recommending budget allocations for the office and reviews revised and final budgets; may coordinate the budget processes, including monitoring and reporting, for one or more other internal or external organizational entities, as specifically assigned.
• May negotiate and administer contracts and/or agreements.
• Oversees and coordinates the day-to-day activities of general administrative support staff, to include management and training, scheduling and prioritizing work assignments, and implementation of effective operating policies, procedures, and systems.
• Participates in various committees and professional organizations.
• Manages special programs, including the fingerprinting and the Traffic Safety Program.
• Oversees the supervision of assigned personnel, which includes work allocation, training, promotion and enforcement of internal procedures and controls, and problem resolution; evaluates performance and makes recommendations for personnel actions; motivates employees and fosters a cooperative work environment.
• Plans, oversees, and coordinates the implementation of capital improvement and maintenance projects, and participates in overall facilities planning.
• Oversees the activities of external and/or internal contract personnel; monitors and inspects work to ensure adherence to contract specifications and industry standards.
• Establishes and maintains appropriate customer services procedures and standards; interfaces with customers and resolves problems and conflicts as necessary; manages use of NWESD buildings, grounds and facilities by outside groups/individuals.
• Consults with Facility-Grounds Maintenance Custodian, Fiscal Department, and external consultants as appropriate regarding facilities modification/repair options, strategies, and cost; develops project plan and prepares quote/bid documentation.

Required knowledge, skills, and abilities:

• Advanced analytical, evaluative, and objective critical thinking skills and the ability to effectively summarize and present information with advanced verbal/written communication skills.
• Comprehensive knowledge and understanding of NWESD policies and procedures and the regulatory environment within which they operate.
• Knowledge of the goals, objectives, structure, and operations of the NWESD.
• Exceptional interpersonal skills and the ability to interact and work effectively with administrators, school district staff, NWESD staff, community leadership, public officials, funding agencies, and members of the community.
• Ability to perform complex tasks, prioritize multiple projects, and resolve complex issues.
• Ability to create, compose, and edit correspondence and other written materials.
• Knowledge of records maintenance requirements and the demonstrated ability to comply through NWESD policy/procedure 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.
• Demonstrated organizational and project planning/management skills.
• Ability to provide technical leadership and direction to technical and support staff in a range of program-specific and/or facility-related trades.
• Ability to learn and master new and evolving position responsibilities.
• Ability to effectively use technology and/or software to perform Essential Functions.
• Ability to independently:
  • appropriately represent the Superintendent’s office in their absence;
  • appropriately serve as a liaison and represent the BoD between its public meetings;
  • frequently organize resources and participate in planning in areas of complex projects, operations, and/or events with potential NWESD-wide implications;
  • establish budget allocations and administer financial control and tracking;
  • use sound judgment in problem-solving complex issues with NWESD-wide impacts;
  • appropriately apply prior situation processes/interpretations to similar challenges; and,
  • administer assigned programs within NWESD policies/procedures, according to any prescribed interlocal agreements.

Qualifications:

High school diploma or GED; two (2) years of related college-level course work and five (5) years of progressively responsible office administration experience, including at least two (2) 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/FBI criminal history background clearance required.

Working Conditions/Physical Requirements:

Work is performed in an office environment; however, 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. This position is telecommute-eligible per Policy 5225.

Hazards: Those present in a normal office environment. Lifting and moving tables and chairs for workshop setup is a potential hazard if proper safety procedures are not followed.

It is the policy of the Northwest Educational Service District No. 189 to not discriminate against any person with regard to age, sex, race, ethnicity, creed, religion, color, national origin, honorably discharged veteran or military status, sexual orientation, gender expression, gender identity, homelessness, immigration or citizenship status, marital status, the presence of any sensory, mental, or physical disability, neurodivergence, or the use of a trained dog guide or service animal by a person with a disability. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions of this position. Changes to the position description may be made at the discretion of the employer.