Job Posting ID: 114
Location(s): YAKIMA
Employment Type: Full Time
Posted Date: 07/28/2026
Deadline: 08/11/2026
Pay: $65,936.00 - $69,985.00
Hours per Day: 8:00:00
Provides administrative, operational, fiscal, program, and student services support to assigned departments and programs. In addition to the responsibilities of the Administrative Assistant I classification, this position performs specialized administrative functions requiring a high degree of accuracy, confidentiality, independent judgment, and knowledge of student information systems, state reporting requirements, and program compliance. Serves as a primary point of contact for students, families, school districts, and community partners while supporting student enrollment, records management, attendance and reengagement processes, and other program operations to ensure accurate, efficient, and compliant service delivery.
Coordinate advanced administrative and operational support for assigned departments, programs, supervisors, and teams, including calendars, meetings, travel, communications, professional development activities, program logistics, and office systems.
Prepare, edit, format, distribute, and maintain correspondence, reports, agendas, minutes, spreadsheets, program materials, electronic records, databases, and other documentation in accordance with agency procedures, records retention requirements, and confidentiality standards.
Serve as a primary point of contact for students, families, school districts, community partners, vendors, and the public by responding to inquiries, coordinating communications, resolving routine issues, and ensuring timely follow-up.
Support fiscal and program operations by processing purchase orders, invoices, reimbursements, travel documents, contracts, registrations, budget tracking records, deposits, and other financial and administrative documentation.
Maintain, monitor, and process confidential student records, enrollment and attendance documentation, transcript information, reengagement records, withdrawal and completion data, and student information systems while ensuring compliance with agency, state, and federal requirements.
Coordinate and maintain records required for state reporting and program accountability, including P223, CEDARS, and other reporting requirements, ensuring the accuracy, completeness, and timely submission of required information.
Review student transcripts, educational records, and related documentation to support student enrollment, placement, credit review, progress monitoring, and program eligibility.
Support student services by coordinating intake, enrollment, scheduling, attendance monitoring, records requests, referrals, follow-up communications, testing services, and other program activities. May transport students to support program participation and community-based activities.
Coordinate fingerprinting, GED testing, paraprofessional assessment services, and other specialized program functions, including scheduling, customer service, documentation, testing procedures, and compliance with agency and testing requirements.
Monitor deadlines, maintain program documentation, track assigned projects and reporting requirements, support time allocation and program coding, and assist with compliance, grant, and accountability activities.
Coordinate office operations, supplies, equipment, onboarding activities, administrative systems, and other operational processes that support efficient department and program services.
Participate in professional learning, maintain current knowledge of applicable regulations and administrative practices.
Knowledge of:
Knowledge of office administration practices, records management, confidentiality requirements, and educational program procedures.
Knowledge of student information systems, enrollment processes, attendance tracking, transcript records, and student data management practices.
Knowledge of state and federal reporting requirements, including P223, CEDARS, and other program accountability processes.
Knowledge of basic fiscal, purchasing, travel, and budget tracking procedures.
Knowledge of applicable laws, regulations, and best practices related to student records, privacy, and data security.
Skill in:
Skill in organizing and prioritizing multiple assignments while maintaining accuracy and attention to detail.
Skill in maintaining complex records, databases, student information systems, and compliance-related documentation.
Skill in reviewing, reconciling, and verifying data for reporting, recordkeeping, and program accountability purposes.
Skill in communicating effectively with staff, districts, students, families, community partners, and the public.
Skill in using Microsoft Office Suite, database systems, student information systems, and data tracking/reporting tools.
Ability To:
Ability to manage multiple deadlines, responsibilities, and competing priorities across programs and departments.
Ability to coordinate processes, monitor compliance-related documentation, and support operational needs across multiple districts and programs.
Ability to analyze student transcripts, records, and related documentation to support student placement, credit review, and program eligibility determinations.
Ability to maintain confidentiality and exercise sound judgment when handling sensitive student, personnel, fiscal, and program information.
Ability to identify discrepancies, research information, and resolve routine administrative and data-related issues.
Ability to work independently while collaborating effectively with staff, students, families, districts, and community partners.
Education:
Bachelor's degree in Business Administration, Office Administration, Education, Public Administration, Communications, or a related field. Relevant education and experience may be substituted for required education as determined by ESD 105.
Experience:
Minimum of three (3) years of progressively responsible administrative, program support, student services, records management, or related experience, including maintaining confidential records, coordinating multiple priorities, supporting compliance-related processes, and using electronic data management systems.
Certifications/ Licenses:
Valid Washington State driver's license with an acceptable driving record.
Current First Aid and CPR certification, or the ability to obtain within six (6) months of employment.
Ability to meet ESD 105 driver qualification requirements.
Background Requirements:
Successful completion of a Washington State Patrol WATCH check is required. A fingerprint-based background check through the Washington State Patrol and FBI in accordance with OSPI and district policy.
Preferred Qualifications:
Bachelor's degree in Business Administration, Office Administration, Education, Public Administration, Communications, or a related field.
Experience working in an educational service district, school district, public agency, nonprofit organization, or other student-serving environment.
Experience with student information systems, enrollment processes, attendance tracking, transcript management, or state reporting systems (e.g., CEDARS, P223).
Experience working with centralized registration, records management, or data reporting systems.
Bilingual/biliterate English and Spanish skills preferred.
Work Environment:
Work is primarily performed in an office setting and includes frequent use of computers, office technology, records management, and interaction with staff, students, families, school districts, community partners, and the public. The position requires managing multiple priorities, maintaining confidentiality, and supporting administrative, student services, and program operations. Occasional travel to school districts, partner sites, meetings, or other program locations may be required. Transportation of students may occasionally be required in accordance with agency policies.
The usual and customary methods of performing the job’s functions require the following conditions:
Significant (66%+ of the time):
Sitting for extended periods while using a computer, reading documents, entering data, and performing administrative tasks.
Speaking, listening, and communicating with staff, students, families, school districts, community partners, and the public.
Using hands and fingers for keyboarding, writing, handling documents, and operating standard office equipment.
Frequent (33-66% of the time):
Standing, walking, bending, reaching, and moving between offices, meeting rooms, testing areas, and student service locations.
Operating office equipment, including computers, printers, copiers, scanners, and audiovisual equipment.
Handling, organizing, and transporting files, testing materials, office supplies, and program materials.
Occasional (up to 33% of the time):
Lifting, carrying, pushing, or pulling materials and equipment weighing up to 25 pounds.
Traveling to school districts, partner agencies, meetings, training events, or other program locations.
Setting up meeting, testing, or training materials and equipment.
Transporting students in accordance with agency policies and program requirements.
The statements contained herein reflect general details as necessary to describe the essential functions of this position, the level of knowledge and skill typically required, and the scope of responsibility, but should not be considered an all-inclusive listing of work requirements. Individuals may perform other duties as assigned, including work in other functional areas to cover absences or relief, to equalize peak work periods, or otherwise to balance the workload. Changes to the position description may be made at the discretion of the employer.
It is the policy of the Educational Service District 105 to not discriminate against any person with regard to race, color, religion, sex, age, national origin, marital status or physical or mental disability. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of this position.
At ESD 105, we’re proud to offer a comprehensive benefits package that supports the health and well-being of our employees and their families.
