26-0199 District Specialist - Substitute Coordinator - Level 3 @ Human Resources

Administrative Assistant

Work Schedule: 8.00 hours per day (7:30 a.m. - 4:30 p.m.) - 260 days per year (Monday - Friday)

Reports To: Department Administrator and/or assigns

Salary: Per Public School Employees negotiated salary schedule Level 3

Job Summary:

This position is responsible for performing all functions necessary for the efficient operation of the department office; providing exemplary customer service and consistently projecting a professional and positive image of the office; working independently in the performance of secretarial duties for the Administrator and/or other department staff; and directing the clerical tasks for the department office.

Minimum Qualifications:

• High School diploma or equivalent
• Two years previous secretarial experience required
• Previous office experience in a K-12 school setting preferred
• Working knowledge of Microsoft Office Suite; Google Mail, Calendar, and Drive; InTouch; and Skyward preferred
• Experience and/or training with cultural, ethnic, and language diversity preferred
• Successful Washington State Patrol and Federal Bureau of Investigation Fingerprint Clearance
• Proof of Immunization (if born 1/1/57 or later)
• I-9 Employment Eligibility in compliance with the Immigrations Reform and Control Act
• Completion of all district-required training within thirty (30) calendar days from hire date

Essential Job Functions

This list of essential job functions is not exhaustive and may be supplemented as necessary. Depending upon individual assignment, the employee may perform all or a combination of several of the following duties:

• Arrange Coverage in Absence of Substitute
• Department Budget (monitor, maintain, and retrieve information)
• Department Web Page & Social Media (create & maintain)
• Communication (communicate building-department information to staff-public)
• Coordinate Daily Workload of Department Office
• Create Documents-Forms
• Create-Maintain Database
• Data Entry
• Data Extraction (data mining)
• Evaluate & Monitor Expirations & Information for Audit Compliance
• Filing, Maintenance & Retention of Records
• Financial Transmittals/Receipt Money
• Manage & Schedule District Facilities & Events
• Paysheets (maintain data & generate reports)
• Prepare and Process District Documents-Forms
• Prior Approvals (create, account code & process)
• Requisitions (create, account code & process)
• Schedule Department Meetings
• State-Federal Reports/Documents (create & maintain)
• Substitute Online Absence Verification
• Supplies (maintain & order)
• Mail (sort-distribute)
• Receptionist (greet public, answer phones)
• Schedule Translator for Meetings
• Student Fines & Fee Management
• Support & Training Building and Department Staff
• Maintain consistent presence at assigned worksite and regular work hours
• Comply with all district policies and procedures
• Perform duties as requested by Administrator

Desired Skills

• Consistently listen, write, and speak in a clear and concise, well-organized manner
• Consistently problem-solve, seek new responsibilities, proactively prioritize, and multi-task
• Consistently resolve customer inquiries in a positive and timely manner
• Consistently treat people with respect, dignity, and fairness
• Consistently participate and support team ideas, changes, and decisions
• Consistently demonstrates technical expertise and practical knowledge of the job
• Consistently produces thorough, accurate work and meets timelines
• Consistently demonstrates a positive attitude and supports other through positive communication
• Consistently offers help when help is needed
• Consistently seeks to acquire new skills to demonstrate self-improvement
• Consistently demonstrate a high level of confidentiality

Work Environment:

The work environment characteristics described are representative of those an employee encounters while performing the essential functions of this job. The employee is confined to a work area; required to have precise control of fingers and hand movements; experiences constant interruptions and inflexible deadlines; and must be able to stoop, crouch, crawl, bend, kneel, stand for periods of time, and lift in order to assist a student with personal care. The employee is required to deal with distraught and/or angry persons and is exposed to infectious diseases carried by children. The noise level in the work environment is acceptable to this particular environment and can vary depending upon daily activity but will remain within acceptable ranges.

Evaluation:

This position shall be evaluated annually by the Building Principal on building issues and by the RN (RCW 18.79.040(1) and 18.79.260(2) on health related issues pursuant to the currently established district procedures and evaluation criteria.

EQUAL OPPORTUNITY EMPLOYER (EOE)

Marysville School District provides equal employment opportunity and treatment for all applicants and employees in recruitment, hiring, retention, assignment, transfer, promotion, and training without discrimination based on race, color, religion, creed, national origin, sex (including pregnancy and related conditions), sexual orientation, gender expression or identity, age, honorably discharged veteran or military status, marital status, genetic information, the presence of any sensory, mental, or physical disability, or the use of a trained dog guide or service animal by a person with a disability.

The following Marysville School District employees/departments are designated to address questions and complaints of discrimination:

• Civil Rights: Executive Director of Human Resources; View phone number on click.appcast.io
• Harassment, Intimidation, & Bullying: Executive Director of Human Resources; View phone number on click.appcast.io
• Title IX:Executive Director of Human Resources; View phone number on click.appcast.io
• Section 504 and ADA: Executive Director of Special Education and Student Services; View phone number on click.appcast.io

Discrimination and discriminatory harassment may be reported to the district employee/department listed above by phone at View phone number on click.appcast.io. You also have the right to file a written complaint. Address: 4220 80th Street NE, Marysville, WA 98270.

The Marysville School District is a drug- and tobacco-free workplace.

Classification History:

Job description developed November 2018.

Job description revised September 2023.