Employment Begins:2026-27 School Year
8 hours/day; 5 days/week; 260 days/year
Note that all applicants will be required to take an assessment,
if you haven’t taken one in the last year. The assessment will be sent to
The email you apply with. Please check your email and junk folder regularly.
OFFICE PROFESSIONAL 5 – ADMINISTRATIVE SPECIALIST
STANDARD POSITION DESCRIPTION
SPECIAL EDUCATION
Classification: OP V - Administrative Specialist Location: District Office
Reports to: Department Administrator(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 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 provides clerical and office management support for a major division or subdivision of the school district. Incumbent serves as the senior administrative/clerical staff member responsible for supporting the office administrator and, as appropriate, providing administrative leadership to the 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 their 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. Establishing work plans, monitoring progress and assessing program effectiveness.
The District represents a thriving, diverse community. Approximately 50% of our students embody distinctive and unique backgrounds. We seek an individual with the ability to successfully work with all families in our community. 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. Employee is responsible for communicating with and coordinating the efforts of other team members towards a common objective and shared success.
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. Provides clerical and technical support to the office administrator and other administrative staff. Creates, formats, and processes correspondence, staff evaluations, forms, memoranda, schedules, and reports, and distributes materials. At the discretion of the office administrator, may type and distribute staff bulletins and newsletters; may schedule staff meetings and record and transcribe meeting minutes. Assists in providing clerical and technical support to staff and prepare business communications. Makes travel arrangements and prepares and submits all required paperwork. Maintains confidential records, evaluations, emergency procedures and information. 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. Follows through to assure the personnel and related transactions are processed and to maintain awareness of and inform administrator of status of the action. May maintain department webpage to include news and announcements.
2. Office Management. Greets patronsentering the office and provides direction, guidance, and direct assistance on routine matters and personal areas of responsibility. Answers and screens telephone calls, responds to inquiries, or redirects calls based on knowledge of the office and the district. Receives, routes, distributes, and as appropriate redirects mail to staff. Manages office budget, office supplies, and office equipment. Assists staff in the use of officeequipment and in appropriate office and administrative procedures. Identifies repair or maintenance needs for office equipment, calls vendor to schedule service, tracks and follows through. May enter work orders for maintenance issues.
3. Maintains Administrative staff’s Outlook calendar including scheduling events, recurring actions, deadlines, interviews 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. Responsibilities may include making travel and conference arrangements and checking references on potential candidates. May train and supervise office support staff. May monitor staff attendance and leave records, submit leave reports daily. Prepares payroll forms; arranges for substitutes when needed. Assures substitutes are aware of expectations and procedures and assists and supports as necessary. May audit Skyward staff absences weekly and follows up with employees as needed to ensure absences are entered. Provides Payroll Technician with the monthly report.
4. Support of Office Work and Productivity. Prepares, develops, and maintains documents, data, and information in direct support of the functions, and responsibilities of the office. Includes supporting materials, reports, records, background information, files, and records of subject matter material.Work requires self-initiative in planning, organizing, and coordinating own work with the work of others in the immediate organization to successfully accomplish job duties.
5. 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.
6. Office Budget and Administration. May set up and maintain 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. May assist with data and document compilation for grant applications and special projects as assigned.
7. 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.
8. Monthly P223H: Communicates with case managers to identify if or why there are exceptions to monthly SpEd count and report accordingly.
9. Creates and maintains user accounts in IEPO, AIMSWEB, and other systems as necessary.
10. Tracks 1:1 Para and temporary para staffing.
11. Manages overload caseloads. Receive and input caseload data, share with Human Resources monthly.
12. Facilitates transportation request completion in the absence of Case Managers.
13. Required to follow Board policies and stay abreast of updates and changes.
14. Performs other duties as assigned by administrator and/or designee.
Part IV: Minimum Qualifications
-
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.
-
Graduation from high school or equivalent.
-
Two (2) or more years focus training within the professional area.
-
Three (3) years of progressively responsible office experience involving independence of action and decision-making responsibilities. For positions involving fiscal and/or bookkeeping responsibilities, the experience must include accounting and bookkeeping procedures. Related education above the high school level may be substituted for experience at the District’s discretion.
-
Successful demonstration of ability to resolve problematic situations where diverse and conflicting goals and attitudes can be expected.
-
Must possess advanced clerical, technical, and administrative skills including typing and filing, and must possess knowledge of basic office equipment and technology, and skill in the use of office software for documents, spread sheets, presentations, and, as appropriate, data bases.
-
Knowledge of general clerical and technical procedures including excellent grammar and proofing skills, and the ability to maintain accurate and reliable records and data.
-
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.
-
Work as a recognized authority and possess the ability to interact with students, parents, staff, and community members, personally, telephonically, and through electronic communications, in a warm and confident manner.
-
Ability to remain calm and focused and to assist employees who may be emotional, distraught, or frustrated.
-
Ability to follow written and verbal direction, maintain a high level of confidentiality, and take the initiative when necessary.
-
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.
-
Employee must apply substantial depth of analysis to determine how the work is to be accomplished.
-
Ability to organize, manage and set priorities for accomplishing work and complex tasks in a timely and effective manner with tight deadlines.
-
Ability to work collaboratively and effectively with other staff, employees, and supervisors.
-
Demonstrated success in maintaining a high level of confidentiality related to all Department functions.
Part V: Desired Qualifications:
-
Successful experience in public school setting or public employment.
-
Knowledge of 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
-
Bilingual skills
-
Proficiency in Skyward Qmlativ and IEP-Online
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.
Insurance Benefits
Employees who are anticipated to work 630 hours during the school year (September 1 through August 31) are eligible for medical, dental, vision, long term disability and basic life insurance benefits.
North Thurston Public Schools benefits are administered by the Washington State Healthcare Authority under the School Employees Benefits Board (SEBB). Click on the link https://www.hca.wa.gov/employee-retiree-benefits/school-employees for information on available benefit options.
Retirement and Deferred Compensation
Eligible employees are required to be a member of the Washington State Department of Retirement Systems Plan. For eligibility information, check on the link to the Department of Retirement Systems' web site.
Employees also have the ability to participate in tax deferred 403(b) and 457 Deferred Compensation Plans (DCP). These are supplemental retirement savings programs that allows you control over the amount of pre-tax salary dollars you defer as well as the flexibility to choose between multiple investment options.
Clink on the link https://www.drs.wa.gov/plan/dcp/ for information on 457 plan (DCP) with the Department of Retirement Systems.
To enroll in an eligible 403(b) plan, employees must consult with their own financial planner that is an approved vendor.
THIS IS A UNION POSITION
Equal Opportunity Employer
North Thurston School District does not discriminate in any programs or activities on the basis of sex, race, creed, religion, color, national origin, age, 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 Boy Scouts and other designated youth groups. The following employees have been designated to handle questions and complaints of alleged discrimination: Civil Rights Coordinator and Title IX Officer: [email protected], 360-412-4453; Section 504 Coordinator at 360-412-4465, [email protected] Address for both: 305 College St. NE. Lacey, WA 98516.
IMPORTANT INFORMATION:
Effective June 11, 1992, pursuant to Public Law 92544, all new employees must complete a satisfactory fingerprint check with Washington State Patrol, FBI, and other background check as required by law. All employment is considered temporary until receipt of satisfactory check. Proof that the fingerprinting process has begun must be supplied to Human Resources prior to the first day of employment.
