Employment Begins:2025-26 school year
8 hours/day, 5 days/week, 236 days/year
In-District Only - only NTPS employees will be considered
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 III - ADMINISTRATIVE ASSISTANT
STANDARD POSITION DESCRIPTION
MIDDLE SCHOOL: MIDDLE SCHOOL ASB, MIDDLE SCHOOL ATTENDANCE, MIDDLE SCHOOL REGISTRAR
Classification: OPIII - Administrative Assistant Location: Assigned School
Reports to: Administrator 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 be assigned all of the duties identified herein.
This job 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 administrative/clerical staff member responsible for supporting the office administrator.
This position will assist building administrator(s) in the management of various areas including but not limited to: maintaining student records 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., student, employee, and office information. Responsibilities also include maintaining a close liaison with schools, district employees, and other educational facilities.
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 administrator(s). 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 as established by the administrator(s). 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):
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Clerical and Technical Support. Provides clerical support to the office administrator and other administrative staff. Creates and processes correspondence, forms, memoranda, and reports from handwritten drafts, or computer drafts 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 support to administrative staff. Maintains confidential records, 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, and personnel related documents 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. May set up parent teacher conference schedule and acquire interpreters. Maintains student and family access information. Uses School Messenger and reader board to communicate to families. Provides technical support to staff as needed.
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Office support. Greets patrons entering the office, provides direction, guidance, and direct assistance on routine matters and personal areas of responsibility. Answers and screens telephone calls and 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. Assist staff in the use of office equipment, and in appropriate office and administrative procedures. May maintain building, department and facility usage appointment calendar to include scheduling and conflict resolution; schedules meetings and events, recurring actions, deadlines, and report dates reminding staff of activities and dates as directed by administrator or supervisor. May assist with providing training to office support staff. May provide assistance to Deans of Students.
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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. Responsibilities may also include receipting lunch or other school-related fees and fines, daily deposit verification, and reporting and reconciliation.
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Records and Files. Establishes, maintains, distributes, and archives student and office records consistent with state and District policies and procedures. Retrieves records when necessary. Maintains on-line data and records as required. Reviews, posts, and or prints Report Cards. Takes the initiative to implement and/or develop and maintain necessary inter office forms to respond to the needs of the building/department.
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Assists with Preparation of Reports and Background Information. At the request of the office administrator, may assist with gathering background information and materials. Prepares the data in usable form to include assembled documents, spread sheets, data bases, summary documents, etc.
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Required to follow Board policies and stay abreast of updates and changes.
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Performs other duties as assigned by administrator and/or designee.
Specific to Middle School ASB
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Cash handling using the InTouch system. Receipt payments, complete daily deposits, reconciliations.
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Manage ASB and Private Purpose credit cards, including budget tracking and reconciliation/reporting forboth funds. Create purchase orders and process invoices for payment.
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Process sports packets, providing clearance reports for coaches regularly during season.
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Schedule buses for sports travel.
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Collaborate with ASB advisor and students regarding ASB processes and laws. Ensure compliance withall necessary student approvals for expenditures and fundraising activities.
Specific to Middle School Attendance
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Oversee attendance processes, produce monthly reports.
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Assist with maintenance of student discipline files and forms.
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May provide support to Psychologist.
Specific to Middle School Registrar
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Student registration and Scheduling and withdraw, produces monthly enrollment reports (P223)
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Assists with report cards and parent conference scheduling.
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Course code maintenance.
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May provide support to the Counseling Center.
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Schedules and coordinates 504 meetings
Part IV: Minimum Qualifications:
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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.
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Graduation from high school or equivalent.
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Two (2) years of previous related experience and progressively responsible office experience involving independence of action and decision-making responsibilities. Related education above the high school level may be substituted for experience at the District’s discretion.
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Must possess advanced clerical, administrative, and clerical skills including typing and filing, must possess knowledge of basic office equipment and technology, and intermediate skill in the use of Microsoft office software for documents, spread sheets, presentations, and as appropriate, data bases.
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Knowledge of general clerical procedures including excellent grammar and proofing skills, and the ability to maintain accurate and reliable records and data.
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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.
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Ability to effectively interact with students, parents, staff, and community members, personally, by telephone, and through electronic communications, in a warm and confident manner.
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Initiative and ability to work with minimal direction; sound judgment and decision-making capabilities are essential.
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Ability to maintain confidentiality in all matters.
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Demonstrate sensitivity to the cultural, ethnic, gender, and religious diversity of students, staff, parents, and community.
Part V: Desired Qualifications:
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Bilingual skills.
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Knowledgeable of standardized procedures or operations to perform recurring work and solve recurring problems that are part of the full range of responsibilities in a given clerical or administrative area.
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Proficiency in Excel and Skyward Qmlative.
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 sit, lift, carry, move about, hear and speak. Employee may be 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.
Employee may be required to interact with clients, customers, and staff who are emotionally upset, angry or distraught. In such interactions, employee must be able to maintain control and decorum and professionalism.
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 and sexual misconduct background check. 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.
