OFFICE PROFESSIONAL SENIOR ADMINISTRATIVE SPECIALIST POSITION DESCRIPTION Classification: OP VI Senior Administrative Specialist Location: Assigned Department Reports to: Department Administrator(s) or Supervisor(s) FLSA Status: Non-Exempt Bargaining Unit: NTAOTE This is a standard position description to be used for positions with similar duties, responsibilities, classification and compensation. Employees assigned to the position description may or may not perform all of the essential functions indicated in this position description. This position description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change. Part I: Position Summary: This position will provide critical technical, analytical, and office management support for a major division of the school district. Incumbent serves as the senior technical/clerical staff member responsible for supporting the office administrator and, as appropriate, providing administrative and technical leadership to department office staff. This position will assist the department administrator(s) in the management of various areas including but not limited to: maintaining record systems, planning, organizing, and participating in the administrative, clerical, and data management operations related to his/her assigned responsibilities. Manage, maintain and monitor various records in areas of responsibility i.e. employee information, office information, various budgets, student records, accounting records, payroll records, invoices, etc. Responsibilities also include maintaining a close liaison with schools, district employees, vendors and other educational facilities. Responsibilities may also include maintaining department calendar; scheduling appointments; making travel and conference arrangements; establishing work plans; delegating duties; monitoring progress and assessing program effectiveness.
The District represents a diverse community with a population of approximately 40% students with diverse backgrounds. We seek an individual who has successful experience in working with culturally diverse families and communities. The selected candidate must demonstrate a commitment to strengthening community engagement and communication with the District s diverse populations. Part II: Supervision and Controls over the Work: Works under the general supervision of the department administrator. Work is controlled and/or guided by state statute and state administrative code, professional practice, school and district policies and procedures, collective bargaining agreements, and directions and expectations established by the administrators(s). Employee is expected to administer and process the general operations and activities of their assigned department with limited need for assistance from the administrator except in unusual or difficult matters or in situations for which there is no district precedent. Part III: Major Duties and Responsibilities (depending on specific assignment, duties and responsibilities listed may include, but are not limited to the following): 1. Clerical and Technical Support. Provides clerical and technical support to the office administrator and other administrative staff. Maintains records to include scheduling and conflict resolution; schedules meetings; formats and processes correspondence, staff evaluations, forms, memoranda, and reports from handwritten drafts, dictation; duplicates; or computer drafts and distributes materials. Assists in providing clerical and technical support to staff and prepare business communications. Makes arrangements and prepares and submits all required paperwork. Maintains confidential records, evaluations, emergency procedures and information, and records and files for staff. May have regular authorization to sign designated forms for the administrator(s). As requested or assigned, initiates and/or prepares or provides guidance in the preparation and distributes personnel documents and actions, and personnel related documents such as injury reports, on behalf of the administrator. Follows through to assure the personnel and related transactions are processed and to maintain awareness of and inform administrator of status of the action. 2. Office Management. Greets patrons entering the office and provides direction, guidance, and direct assistance on routine matters and personal areas of responsibility. Answers telephones and responds to inquiries, screens telephone calls, or redirects call based on knowledge of the office and the district. Receives, routes, distributes, and as appropriate redirects mail to staff. Assists with the management of the office budget, office supplies, and office equipment. Assist staff in the use of equipment and in appropriate office and administrative procedures. Takes the initiative to identify repair and maintenance needs and submit, track, and follow-through on
system maintenance work orders. Maintains calendar of events, recurring actions, deadlines, and report dates reminding staff of activities and dates as necessary. Establishes and/or implements office processes and procedures and, as appropriate, provides direction to office staff and makes arrangements for coverage during absences, breaks, lunch, and other situations. May train and delegate duties to office support staff as an extension of the supervisor. Maintains staff time and attendance and leave records. Prepares payroll forms; arranges for substitutes when needed. Assures substitutes are aware of expectations and procedures and assist and supports as necessary. 3. Support of Office Work and Productivity. Prepares, develops, and maintains documents, data and information in direct support of the functions, responsibilities, and staff of the office. Includes supporting materials, reports, records, background information, files, and records of subject matter material. 4. Records and Files. Establishes, maintains, distributes and archives office records consistent with state and district policies and procedures. Retrieves records when necessary. Coordinates with the Human Resource Office and prepares records in response to public and other appropriate records request. Maintains on-line data and records as required. Takes the initiative to implement and/or develop and maintain necessary forms to respond to the needs of the office. 5. Office Budget and Administration. Sets up and maintains office budget and expenditures, and related records such as purchasing and travel, and credit card use. Maintains office inventory records and supply orders, prepares requisitions, checks in supplies and materials, and arranges for purchase order payment. Collects, assembles, and maintains documentation on office production and workload data as required. 6. Conducts Research and Prepares Reports and Background Information. At the request of the office administrator, gathers background information and material, conducts preliminary record, hard copy, or on-line research to gather data and information required by the office administrator. Prepares the data in usable form to include assembled documents, spread sheets, data bases, summary documents, etc. 7. Required to follow Board policies and stay abreast of updates and changes. 8. Performs other duties as assigned by administrator and/or designee. Specific to Office Professional VI- Enrollment 1. Enrollment Reporting: Includes, but is not limited to: working with schools to collect, compile, balance, verify, and submit the P223 and P223H Enrollment reports to OSPI on behalf of the North Thurston Public Schools. This includes but not limited to enrollment for basic education,
special education, Transitional Bilingual, Career and Technical Education, Running Start, and Gravity. Process pay requests for colleges and Gravity. Train new building staff on how to correctly report enrollment data for the P223 processing. Attend all Enrollment Training opportunities when provided. 2. Federal Impact Aid Application: Includes, but not limited to: create, order forms, distribute, compile and process survey forms annually. Prepare follow up letters and work to contact parents (by phone if necessary) who did not return a form. Work with District Military Liaisons to help increase participation in return of applications. Submit the application and respond to follow up questions and necessary revision as needed for the Department of Education. 3. Skyward/Citrix Fiscal Security: Includes, but not limited to: processing security requests and changes as needed. Helping to ensure we are keeping our financial records secure within the system. 4. Time and Effort Reporting: Includes, but not limited to: running reports, verification of employees, and identification of what type of reporting will be necessary. Final reporting verification on a monthly or semiannual basis. 5. Audit ASB Fundraisers: Includes, but not limited to: requesting ASB fundraiser packets from schools, complete an internal audit on fundraiser, and report out on any findings. 6. Other duties as assigned. Part IV: Minimum Qualifications 1. Incumbents must have successful experience in working with culturally diverse families and communities, or have otherwise demonstrated a commitment to strengthening engagement of a diverse community and skill in communicating with a diverse population. 2. Graduation from high school or equivalent. 3. Three (3) years of progressive responsible office experience involving independence of action and decision making responsibilities. Experience must include accounting and bookkeeping procedures and payroll processes. A combination of professional education and experience with three (3) or more years of specialized training within the professional area, or four (4) years of progressive on-the-job related experience. Related education above the high school level may be substituted for experience at the District s discretion.
4. Successful demonstration of ability to resolve problematic situations where diverse and conflicting goals and attitudes can be expected. 5. Ability to work to establish concept and understanding of programs, have the ability to research issues or to resolve difficult problems. 6. Must possess advanced secretarial, administrative, and clerical skills including typing and filing, and must possess knowledge of basic office equipment and technology, keyboarding skills of at least 60 words per minute, and skill in the use of office software for documents, spread sheets, presentations, and, as appropriate, data bases. 7. Successful demonstration in carrying out assignments that are significantly more difficult, complex and are critical to the operation of the District, which require originality and creativity to accomplish tasks. 8. Knowledge of general secretarial procedures including excellent grammar and proofing skills, and the ability to maintain accurate and reliable records and data. 9. Ability to work effectively in an environment with frequent interruptions requiring the ability to concentrate and consistently produce accurate work while responding to interruptions and changing priorities. 10. Ability to interact and work as an extension of the supervisor with students, parents, staff, and community members, personally, telephonically, and through electronic communications, in a warm and confident manner. 11. Ability to remain calm and focused and to assist employees who may be emotional, distraught, or frustrated. 12. Ability to follow written and verbal direction, maintain a high level of confidentiality, and take the initiative when necessary. 13. Ability to effectively communicate on complex issues with a high level of effectiveness. Initiative and ability to work both with minimal direction and cooperatively; independent sound judgment and decision making capabilities are essential. 14. Ability to organize, manage and set priorities for accomplishing work and complex tasks in a timely and effective manner with tight deadlines. 15. Ability to work collaboratively and effectively with other staff, employees, and supervisors.
16. Skill in the use of office and computer equipment and use standard office software. 17. Successful demonstration of possessing a comprehensive understanding of the work of not only the department or site in relation to the district but also how the work impacts the district in relation to the greater community. Part V: Desired Qualifications: 1. Successful experience in public school setting or public employment. 2. Highly specialized knowledge, principles, concepts and methodology of a specific program area, professional practice or administrative function and skill in applying this knowledge to carrying out assignments, operations or procedures. 3. Bilingual skills Part VI: Physical and Environmental Requirements of the Position: The physical demands and work environment described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is frequently required to bend, reach, perform repetitive motions, sit, stand, move about, hear and speak. Employee is required to perform extensive work at a computer display terminal. The employee must occasionally lift and/or move 25 to 50 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.