Administrative Assistant

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:

The Administrative Assistant provides comprehensive administrative, clerical, and operational support to assigned departments and administrators. This position performs a broad range of duties requiring strong organizational skills, sound judgment, and the ability to work independently while supporting department and agency goals. The role may involve confidential information, coordination of complex activities, and assistance with budget and project management.

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.

• Follows NWESD policies and procedures for a variety of operational, fiscal, human resources, and department processes; completes necessary paperwork, and routes for appropriate approvals (e.g., position postings, time and effort reporting, fiscal forms/processes).
• Assist with budget-related tasks such as tracking expenditures, processing purchase orders and reimbursements, reconciling accounts, and monitoring program budgets.
• May negotiate and recommend contracts and/or agreements for NWESD execution, administer executed contracts, as appropriate.
• Serves as liaison and provides customer service to other departments/programs and external partners; responds to department/program-related inquiries and drafts, edits, and sends routine department correspondence in a timely manner.
• Schedules meetings/events, maintains calendars, coordinates schedules for department staff, and records meeting notes.
• Prepare, proofread, and format correspondence, reports, agendas, presentations, and meeting minutes.
• Utilizes technology and software applications to support program operations, including maintaining websites, developing presentations, and creating or updating digital materials and resources.
• Coordinates registration and event logistics, including records, room arrangements, technology, supplies, food service, and related participant needs.
• Coordinates travel arrangements for assigned staff, following NWESD fiscal procedures.
• Collects and analyzes data to support department/program projects, tracks annual program activities, and prepares or assists with statistical and narrative reports.
• Maintains accurate records, files, databases and departmental documentation, adhering to confidentiality & records retention requirements.
• Contributes to project planning and development, problem solving, and creating and maintaining systems that support efficient operations, consistent processes, and compliance with NWESD requirements.
• Engages in professional growth and development through participation in educational programs, current literature, in-service meetings, and workshops.
• Provides general front-office and facility support, including processing fingerprints, managing mail, maintaining lobby areas, and updating digital signage.
• Assists in training and onboarding new staff as requested.

Required knowledge, skills, and abilities:

• Ability to identify and resolve issues and make sound decisions.
• Knowledge of NWESD policies and procedures as they relate to assigned work and ability to apply them appropriately.
• Ability to establish and maintain effective working relationships with co-workers, school district staff, parents, and community partners.
• Ability to communicate effectively in both oral and written format.
• Ability to handle confidential and sensitive information with discretion.
• Effective coordination skills, ability to organize tasks and resources while addressing challenges to meet goals or objectives.
• Ability to create and manage timelines and prioritize tasks to meet deadlines.
• Ability to work in an environment where interruptions may be common.
• Ability to work with a high degree of accuracy and attention to detail.
• Ability to use common software programs in carrying out the essential functions.
• Ability to adapt and adjust to changes.
• Knowledge of general office practices, recordkeeping, and basic budgeting/accounting principles.

Qualifications:

High school diploma or GED; minimum of two 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. 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 without adherence to proper safety procedures.

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.