STANDARD POSITION DESCRIPTION
Classification: OP 4 – Technician Location: Financial Services
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 of 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:
These positions provide secretarial 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.
These positions will assist the department administrator(s) in the management of various areas including but not limited to: maintaining record systems, planning, organizing, supervising, 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. 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. Responsibilities may also include maintaining department calendar; scheduling appointments; and making travel and conference arrangements.
The District represents a diverse community with a population of approximately 40% students with diverse backgrounds. We seek an individual who has successful experience in working with culturally diverse families and communities. 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.
Part III: Major Duties and Responsibilities (depending on specific assignment, duties and responsibilities listed may include, but are not limited to the following):
1. Secretarial Support. Provides secretarial support to the office administrator and other administrative staff. Maintains appointment calendar to include scheduling and conflict resolution; schedules meetings; formats and types correspondence, staff evaluations, forms, memoranda, and reports from handwritten drafts, dictation; duplicates; 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 secretarial 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, and records and files for staff. 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 such as injury reports, 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.
2. Office Management. Greets visitors entering the office and provides direction, guidance, and direct assistance on routine matters and personal areas of responsibility. Answers telephone and respond to inquiries; screens telephone calls; or redirects call 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. Assist staff in the use of equipment and in appropriate office and administrative procedures. Takes the initiative to identify repair and maintenance needs and submit, track, and follow-though on repair and maintenance work orders. Maintains calendar of events, recurring actions, deadlines, 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. May train and supervise office support staff. Maintains staff time and attendance
and leave records. Prepares payroll forms; arranges for substitutes when needed. Assures substitutes are aware of expectations and procedures and assist and supports as necessary.
3. 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.
4. 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.
5. Office Budget and Administration. Sets up and maintains 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.
6. 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.
7. Required to follow Board policies and stay abreast of updates and changes.
8. Performs other duties as assigned by administrator and/or designee.
Specific to Accounts Planning, Enrollment and Records Specialist
Duties relating to accounts payable responsibilities include: assists the department supervisor in the management of various areas including: Enrollment reporting, Federal Impact Aid processes, school mitigation processes, Capital Facilities Plan coordination and Archive and Records Center processes. Should have knowledge of the Skyward student database and some knowledge of Versatrans.
- Enrollment – assist in the process for collecting, compiling, balancing and submitting the P223 Enrollment report to OSPI. Train new building staff on their role and function in reporting their P223 to the Planning Department. Process pay requests from colleges, WaHeLut and Gravity. Perform and document internal audits and adjust reports accordingly. Prepare an audit packet for the auditor.
- Federal Impact Aid Application –distribute, compile and process survey forms. Expand application to include students whose parents work on Federal property as well as students of active military duty. Assist with follow up letters and phone calls to parents who didn’t return a form. Assist in the submission of the application to the Department of Education.
- Mitigation – Assist in sending out district response letters to the City of Lacey and Thurston County when a pre-submission notification is received. Attend City of Lacey’s pre-submission work meetings. Assist in sending out mitigation agreements when appropriate. Send out notifications when an agreement has been recorded. Coordinate with financial services for payment information. Answer mitigation requests from Title companies. Update mitigation databases.
- Capital Facilities Plan – work collaboratively with Construction and Design to update the Capital Facilities Plan annually. To include but not limited to, research data and information from Thurston County, City of Lacey and other school districts. Provide information on enrollment, housing developments, etc. Make adjustments to Capital Facilities Plan and prepare document for School Board approval.
- Records Center – Assist in management of Records Center process for receiving, sending, retaining, and storing student and department records. Attend WASBO Records Committee meetings. Assist in finishing transcript scanning process. Help develop a Disaster Recovery Plan. Help set up a process to scan and electronically store/recover employee and payroll files kept in the Records Center– retention 65 years. Set up a Records Retention accountability model with schools and departments to make sure the district is in compliance with the State’s Records Retention Schedule / School District Policy and appropriate staff is being trained. Help develop a process for identifying and indexing historical artifacts to include but not limited to: yearbooks, student newspapers, baccalaureate and commencement programs, award lists, etc. for preservation and retrieval. Assist in process for sending letters to last known address of Special Education students. Assist in annual process to notify, document, and update Records Center database for the destruction of school and department records that have met their retention according to the General Records Retention Schedule.
- Other Duties – assist Lacey Parks and Recreation with calendar for Lacey ACT nights and student/ teacher lists. Help coordinate 5th/6th grade and 8th grade letters for school transitioning according to neighborhood school boundary. Assist high schools with graduation calendar at St Martin’s University. Create, process and maintain purchase order and pay invoices. Assist with school boundary questions and verifications.
Specific to Capital Projects Specialist
Duties related to this position will include: Support department administrators and project managers in the preparation, distribution and maintenance of plans, specifications and related project records related to facility design, construction and the management of the Public Works bidding and contracting process.
- Assist in the management of current and archive records, both paper and digital, which include an extensive filing system for multiple design and construction projects.
- Work with project managers, design consultants and contractors to assure that project documents are received, reconciled and processed to meet state and district requirements, as well as department and project schedules.
- Process contracts and other forms of agreement; verify that contract requirements are met; i.e. Certificates of Insurance, Performance bonds, L&I Intents and Affidavits. Investigate unusual or missing items.
- Assist project managers in support of the project management process; track and file project documents. Prepare meeting agendas and minutes, process pay requests. Prepare OSPI D-forms and submittals for each state funded project.
- Assist with the Art in Public Places program and the requirements for the acquisition of state commissioned art, including performing annual inventory and reports.
- Assist department administration with the OSI required Asset Preservation Program and its related ICOS annual facility assessment and reporting system.
Part IV: Minimum Qualifications
1. 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.
2. Graduation from high school or equivalent.
3. 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.
4. Must possess advanced secretarial, administrative, and clerical skills including typing and filing, and must possess knowledge of basic office equipment and technology, keyboarding skills of at least 60 words per minute, and skill in the use of office software for documents, spread sheets, presentations, and, as appropriate, data bases.
5. Knowledge of general secretarial procedures including excellent grammar and proofing skills, and the ability to maintain accurate and reliable records and data.
6. 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.
7. Ability to interact with students, parents, staff, and community members, personally, telephonically, and through electronic communications, in a warm and confident manner.
8. Able to work in an environment with frequent interruptions and changing tasks and priorities.
9. Ability to remain calm and focused and to assist employees who may be emotional, distraught, or frustrated.
10. 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 with minimal direction; sound judgment and decision making capabilities are essential.
11. Ability to organize work and set priorities for accomplishing work in a timely and effective manner.
12. Ability to work collaboratively and effectively with other staff, employees, and supervisors.
13. Skill in the use office and computer equipment and use standard office software.
Part V: Desired Qualifications:
1. Successful experience in accounting, public school setting, public employment and/or WSIPC.
2. Bilingual skills
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.