TERMS OF EMPLOYMENT
Classified Salary Range
Benefits Available
Secretary I - District Secretary
8 hours per day/ 260 work days per year
Shift Time: Monday - Friday; Approximately 7:30-4:30pm
Salary Range: Per P.S.E. Contract
Shift time is subject to building needs.
REPORTS TO: Executive Director of Employee Services
POSITION OVERVIEW
The District Secretary serves as a central administrative support professional within the school district, contributing to the effective coordination and operation of district-level services. This role functions as a hub of communication and organization, supporting cross-departmental needs with a focus on accuracy, discretion, and responsiveness.
As a key point of contact for staff, community members, and outside organizations, the District Secretary helps ensure smooth internal workflows and positive public interactions. The position requires strong interpersonal skills, exceptional attention to detail, and the ability to manage competing priorities in a dynamic environment. With a broad understanding of district operations, the District Secretary plays a vital role in promoting efficiency, professionalism, and continuity across administrative functions.
QUALIFICATIONS
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High School Diploma or equivalent.
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Proficient knowledge of office procedures and practices, including accounting, typing and proofreading.
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Excellent computer skills in Google applications.
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Demonstrated proficiency in verbal and written skills including correct grammar, spelling and English usage.
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Demonstrated ability to work independently and exercise sound judgment to organize, set priorities, and coordinate activities.
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Demonstrated ability to work within designated bounds of authority and confidentiality.
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Ability to work accurately and efficiently under pressure with frequent interruptions, while maintaining a positive and professional demeanor.
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Ability to establish and maintain effective, positive working relationships with staff, and the public.
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Demonstrated punctuality and an excellent work attendance record.
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Ability to work a flexible schedule at times to meet deadlines and schedules of employees and special projects.
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Strong analytical, organizational and time management skills.
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Bilingual (Spanish) strongly preferred.
SKILLS REQUIRED:
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Must have the ability to relate in a positive manner with supervisors, staff, students, families, and the public using tact, courtesy, kindness, and professionalism in all situations.
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Demonstrated knowledge and skills in operating a standard office.
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Demonstrated knowledge and skills to develop and maintain office procedures and recordkeeping systems.
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Demonstrated knowledge and skills to independently plan, organize, and coordinate office activities.
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Demonstrated abilities to type or enter data quickly and accurately.
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Required to work independently with a high degree of accuracy and attention to detail in all areas.
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Demonstrated ability to understand and execute verbal and written instructions, policies and procedures.
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Documented history of good attendance. Good attendance and punctuality required.
ESSENTIAL JOB FUNCTIONS
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Demonstrate ability to get along and interact well with staff and the public using the telephone, email, and in person.
- Apply exceptional customer service skills which include the ability to effectively respond to angry or upset patrons while maintaining a professional and responsive demeanor.
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Demonstrate exceptional organizational skills, including confidence with meeting the public, flexibility to handle numerous interruptions, and strong telephone skills.
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Maintain the highest degree of confidentiality and possess superior human relations skills and the ability to work under pressure of deadlines complicated by interruptions.
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Exercise discretion when dealing with labor-related concerns, complaints, and issues.
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Perform electronic filing of various employee-related documents, including scanning original documents.
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Serve as a department liaison with employees from multiple departments, maintaining confidentiality of sensitive information; exercise judgment to refer matters to administrators as needed.
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Accurately answer routine questions regarding a variety of processes; exercise judgment to refer matters to other staff or administrators as needed, while ensuring adequate information has been gathered to prepare the other staff person for receiving the individual and/or matter.
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Assist with district-wide distribution of printed materials and advertisements.
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Accurately receive, record, and receipt all incoming cash, checks, and credit card payments at the district office using designated financial software.
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Ensure proper handling and safeguarding of all funds in accordance with district policies and established accounting procedures.
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Order and maintain supplies for the Learning Services Center.
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Prepare confidential letters, memos, various forms, and other documents.
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Assist with the scheduling of meetings, interviews, and testing.
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Assist with inquiries and completion of district forms, applications, and procedures.
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Manage and oversee district mailing, shipping, and district mail practices.
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Research, compile, and prepare reports as needed.
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Assist employees with navigation and completion of required tasks in the recruitment software.
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Follow district emergency plans and protocols for communication and notification to partnering agencies and district entities.
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Work cooperatively with office staff to facilitate completion of work within timelines.
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Assist with other job-related duties regarding classified/certificated staff as needed.
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Process purchase orders and all required attachments for payment as requested.
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Process and maintain volunteer background checks and clearances.
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Maintain archived files.
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Perform other job-related duties as required.
TESTING REQUIREMENTS
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First aid card may be required for specific positions
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Ability to successfully complete the typing assessment with a score in the upper Moderately Effective to Highly Effective range. Current in-district employees with five (5) or more years of experience in the Moses Lake School District may have the typing test waived at the discretion of the principal/director.
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The hiring manager may choose to administer a position-specific assessment to help inform the selection process.
The Moses Lake School District #161 does not discriminate in any programs or activities on the basis of sex, race, creed, religion, color, national origin, age, honorably discharged veteran or military status, sexual orientation, gender expression or identity, disability, or the use of a trained dog guide or service animal and provides equal access to the Boys Scouts and other designated youth groups. Inquiries regarding compliance and/or grievance procedures may be directed to the school district’s Title IX, Civil Rights, Affirmative Action, and Equal Opportunity officer, Michelle Musso, 1620 S Pioneer Way, Moses Lake, WA 98837, (509) 766-2650, [email protected]; OR Section 504/ADA Coordinator, Samantha Burgess, 1620 S Pioneer Way, Moses Lake, WA 98837, (509) 766- 2670, [email protected].
