Special Services Department Administrative Assistant

Special Services Department Administrative Assistant

The job of the Special Services Department Administrative Assistant is to facilitate the efficient operation of the department while providing a courteous, efficient, positive, and welcoming atmosphere to staff, administration, parents and others in the community.

Essential Functions:

• Perform a wide variety of assignments that are sometimes confidential in nature; operate a personal computer to enter data, draft, edit, revise, and print letters, tables, forms, and reports as well as other materials independently and with the appropriate level of strict confidentiality.
• Compile financial information related to the department including time and effort forms, accounts payable/receivable, processing purchase orders, and reconciling purchase cards.
• Maintain general accounting records; post receipts and expenditures to proper accounts; prepare a variety of reports. Ensure that accounting procedures as established by the district are followed and maintain financial records according to required retention schedules.
• Utilize, maintain and accurately update a variety of data management systems used within the Special Services Department, including tracking of all special services assignments and staff across the district.
• Communicate with vendors concerning purchase orders; order and receive supplies; coordinate installations and repairs, confirm warranty status and verify against purchase orders.
• Process time cards, staff reimbursement forms, personnel action request forms, supplemental contracts, accident reports, sub accounting, and other payroll documents.
• Monitor days worked for contract-related services staff working part-time.
• Arrange all trainings and workshops for the department. Track expiration dates to ensure training is up to date for all staff.
• Input all work orders to maintenance as needed.
• Work as a team member, relating positively with staff, and the community at large.
• Respond to multiple questions and requests from staff and administration in a positive, professional and timely manner.
• Process departmental mail.
• Maintain a highly organized and efficient file system.
• Follow policies and procedures as established by the supervisor and district.
• Arrange, participate in, and implement, as directed, training, conferences, interviews, and committee meetings.
• Provide general support for any work generated by the Assistant Superintendent of Special Programs or the Assistant Director of Special Services.
• Process tasks necessary for the extended school year (ESY) programs.
• Assist with maintaining and updating administrators' calendars upon request.
• Provide lunch break coverage for the District Office Receptionist.
• Perform related duties as assigned.

Minimum Qualifications

Education/Training

• AA Degree or equivalent education and/or work

Knowledge, Skills, and Abilities

• Considerable knowledge of and ability to use Mac's, PC's and related software
• Demonstrated ability to independently respond to problematic situations and to remain calm under stress
• Ability to maintain accurate records and enter and maintain data in automated systems
• Ability to perform fiscal analysis and make projections
• Ability to identify problems and to propose feasible solutions
• Ability to develop and conduct training for staff
• Ability to multi-task and work independently
• Strong organizational skills and the ability to work well under pressure and to meet deadlines
• Strong interpersonal skills and the ability to work professionally with persons at all levels
• Excellent writing skills and the demonstrated ability to develop written reports and action plans
• Possess excellent spelling, grammar, punctuation and composition skills
• Demonstrated record-keeping/filing skills and ability to work with figures
• Demonstrated skills in written and oral communication and organizational ability

Desired Criteria:

• Possess a comprehensive knowledge of accounting and office practices and procedures.

Physical Demands:

The physical demands 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.

A person working in this position is confined to a work area; required to have dexterity of fingers and hands while working at a computer monitor for prolonged periods and must be able to crouch, crawl, bend, kneel, and lift/move objects weighing up to 50 pounds such as files, boxes, etc. The position experiences constant interruptions; may be required to deal with distraught and/or upset persons. The noise level in the work environment can vary depending upon daily activity but will remain within acceptable ranges.

Terms of Employment and Salary:

As outlined by and in accordance with the collective bargaining agreement (CBA) of the Mead Association of Educational Office Professionals (MAEOP) and Policies and Procedures of Mead School District. A typical work year consists of 260 days which includes 13 paid holidays.

The salary range for the position is: Min $22.22 Max $31.55 Salary placement will be at step 1 on the appropriate scale for the position unless otherwise noted within the contract. CBAs and Salary Schedules can be reviewed from the Human Resources page of the Mead School District website.

Each employee shall accumulate twelve (12) days of sick leave per year. An employee employed less than a full work year shall be entitled to a proportionate part of the sick leave allowance. A maximum of three (3) days of annual leave are provided for all employees based on the employee's scheduled employment hours per day to be used for an absence during work hours, or to be accumulated for the purpose of cash out. Newly hired year-round employees will accrue vacation at a rate of twelve (12) days per year/1 day per month.

Employees anticipated to work more than 630 hours per year will be eligible for Benefits through the School Employees Benefits Board (SEBB) Standard benefits include Medical, Dental, Vision, Life Insurance, and Long-Term Disability. Positions anticipated to work 70 hours or more per month for at least 5 months over a 12-month period are eligible for Retirement through the State Department of Retirement Services.

Application

Members of MAEOP bargaining group, interested in this position need to apply for this position via the application system, Talent Ed Recruit & Hire at by accessing the internal postings via the Internal link on the upper right-hand corner of the page. You will need to log in using your district email to see internal postings. Please complete the required information on the internal application, including uploading a letter of interest and current resume to your profile, on or before 11:59 PM, June 3, 2026.

All other applicants interested in this position, must apply for this posting through a link to our online applicant system found on the website at Upload the required documents to your application. Below is a list of required materials. If you have questions regarding this process, you may contact Shelli Nemec at the District Administration Building or email View email address on click.appcast.io. The application, along with all required documents must be completed on or before 11:59 PM, June 3, 2026. Incomplete applications will not be considered.

Required Documents for a Complete Application

1. Completed district classified application
2. Letter of application that speaks specifically to the applicant's qualifications for this position
3. College transcripts (unofficial copies are acceptable). You only need to submit these if you have completed college coursework
4. Resume
5. Three dated professional letters of recommendation, current within the last three years

Verification of identity and United States work authorization must be completed before employment commences. The successful candidate for this position must be fingerprinted. Employment is contingent upon clearance by the Washington State Patrol and the Federal Bureau of Investigation.

Mead School District #354 is an equal opportunity employer and does not discriminate against otherwise qualified applicants 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 of America and other designated youth groups. Inquiries regarding compliance procedures may be directed to the District's Title IX/RCW 28A.640 Officer, Section 504 Coordinator, Josh