WAHLUKE SCHOOL DISTRICT #73
POSITION DESCRIPTION

AVAILABLE To Begin August 5, 2024
POSITION TITLE: A combined position to include both 21st Century Program District Secretary, 4 hours per day and Saddle Mt. Elementary Building Secretary II, 4 hours per day

CLASSIFICATION; 21st Century portion is a classified non-union part of the position; Saddle Mt Elementary Building Secretary is a classified Union position with representation available by the Public School Employees of Wahluke (PSE);
The entire position is Non-exempt from overtime rules as per the Fair Labor Standards Act Non-Exempt
REPORTS TO: 21st Century Program Director and Building Principals

Terms of
Employment: Work schedule to begin Approximately August 5th through July 24th of each year with 35 days being 4 hours per day and 180 days being 8 hours per day and following the Student School Year Calendar; Daily work schedule approximately 9:00AM-5:30PM during the school year days. To be determined with supervisor.


Benefits: Qualified for SEBB Medical, Dental, Vision, Basic Life; Personal Days; Sick Leave Days; 10 paid Holidays, 4 Personal/Vacation days. Position qualifies for Washington Dept. of Retirement contribution.

POSITION SUMMARY; Acts as secretary to 21st Century (Elementary Schools) programs. Candidate provides exceptional customer service to students, staff, parents and the public; performs a wide variety of clerical work. Maintain a variety of files, documents and program records. Provide accurate recording and data entry. Develop communications using a variety of formats. Provide specialized clerical and technical tasks related to purchasing, invoicing, record-keeping tasks, filing, scheduling, and manage forms/information in a variety of formats. Records management. Ensure compliance with financial, legal, state or federal requirements. Compile and submit a variety of agency, state and federal required reports. Assist with student supervision and direction. Accurately maintain a wide variety of records using independent judgment within generally defined methods, practices and procedures. Work in conjunction with all levels of district personnel in order to enter and maintain program information and records.


TYPICAL & ESSENTIAL JOB FUNCTIONS OF District Secretary in the 21st Century Programs and Elementary School Building Secretary: This is a representation of typical functions and is not an exhaustive listing:
Perform District receptionist duties and provide exceptional level of customer service for the Wahluke School District.
Submitting requisitions, uploading and approving invoices in district system;
Reconcile monthly credit card statements
Submitting A-19's and other forms of required government reporting and reimbursement documents to necessary funding agencies
Processing student and staff reimbursements
Follow District processes and procedures
Work with students in a kind and professional manner.
Accurately input data as requested and required and generating reports to meet program reporting requirements and program needs.
Assist with the distribution and collection of program cost share forms.
Keeps a safe and clean reception area
Accurately file and sort paperwork.
Input data for record keeping in multiple software systems.
Maintain and order supplies; organize storage areas.
May maintain district office public/common areas in a welcoming and useful manner.
Work cross functionally to provide support with in other departments.
Be able to work independently, while knowing how/when to handle or escalate critical issues.
Provide District/Business Office supports/duties as needed
May attend meetings and trainings outside the district.
May attend student activities and field trips.
Schedule may be flexible to meet needs of program work load and schedule activities.
Data entry and monitor a data collection system in cooperation with the evaluator that efficiently and effectively captures information for reporting.
Develop brochures and distribute to students, staff, families, and community partners on programs offered at 21st Century Learning Community Centers.
Assist in identification and recruitment of those students in need of academic intervention.
Provides school staff with updates on projects and outcomes.
Works to link students, families, and communities to establish partnerships.
Typical Work: As a Building Secretary
Perform general and technical clerical work, bookkeeping, prepare requisitions, filing, scheduling, answering telephone, records management.
Proficiently operate office equipment including computers, adding machines, copiers, FAX and intercom, cash receipting, and other machines.
Provide receptionist duties by providing excellent customer service to the staff and public in answering the phones, direct/route phone calls, messages, emails and other types of communication and inquiries to appropriate staff members throughout the District.
Assist principal with building supervision and direction.
Greet students, parents, staff and the public; answer a wide variety of telephone and in-person inquiries, promote positive public relations for the district.
Attend to students in a kind and caring manner.
Utilize substitute management system and sub coordinator to ensure daily sub needs are met; greet and orient substitutes to the building; provide keys, lesson plans and other assistance as needed.
Organizes and perform office operations in an efficient and effective manner.
Independently performs tasks involving personnel, budgeting, and facilities and makes related decisions within scope of authority
Establishes and maintains record keeping systems following industry and District guidelines.
Assist building personnel as needed.
Access the State and other information system as necessary for entry and retrieval of information.
Use a variety of hardware and software programs to satisfactorily perform tasks.
Input and maintain a variety of detailed program records such as budgets, student counts, enrollment, attendance, grades, behavior, contact information and other administrate records for legal compliance including grant and programs, compile data and perform calculations; track deadlines and prepare a variety of reports and responses accurately.
Assist in budget tasks. May prepare and process requisitions and purchase orders for the school and ASB following District procedures;order supplies, materials and equipment; process, stock and distribute materials, maintain accounting books, track expenditures and prepare budget reports;
Serve as secretary to the principal; duplicate and distribute materials, screen calls, maintain appointment calendar, schedule meetings; scribe and prepare meeting notes, attend to mail, make non-instructional decisions as needed during the principal's absence.
Compose, format, type, edits and proofread a wide variety of correspondence, memoranda, newsletters, bulletins, forms, reports, records and other materials may include maintaining building website; at times based on limited instructions or review. Documents may be confidential in nature.
Provide basic first aid medical care and administer medication as authorized to ill or injured students. Assess need for emergency assistance or parental contact.
May supervise students in the office related to medical care and administer medical related protocols, monitor behavior, refer problems to administrators, counselors, teachers or specialists as appropriate.
Treat all matter of school business and personnel as confidential.
Communicates and works effectively, cooperatively, positively and politely with students, staff and community to maintain a safe school and caring learning environment.
Establish and maintain filing of detailed records including the updating, transferring and purging of files as per State records retention and other required procedures.
Complete reports in a timely manner.
Maintain staff attendance and prepare building level payroll records.
May require knowledge of or ability to learn ASB financial procedures including receiving and receipting money and preparing deposits.
Assist with the coordination of PTO and related documents.
Requires monitoring and actions to comply with student attendance mandates.
Assists students by coordinating or performing new student registrations within the building, issuing/tracking student absences and admittance slips, communicating with transportation department.
Assist other personnel as may be required to ensure an efficient and effective work environment.
Coordinate and provide guidance to student assistants and volunteers.
Understand district policy that affects the job and the building.
Distribute mail.
Maintains and updates inventories of supplies, books, furniture and equipment.
Model appropriate and cooperative behavior, including protecting confidential information.
Interprets and provide translations as needed.
Other duties as assigned.


QUALIFICATIONS: Abilities and Skills
High school diploma or GED.
Required to successfully complete a Spanish translation test, and an Office Professional skills test.
Exceptional customer service and public relations skills.
Bilingual/Biliterate English and Spanish and translation and interpretation skills required.
Secretarial/Reception experience with extensive contact with people, and recent work in a school office is preferred.
High level of knowledge and experience in computer and application skills required. Proficiency in Google Suite, Microsoft Office Suite (Word, Excel, PowerPoint, Publisher, Outlook, Google Drive). Ability to learn specific programs and applications.
School work experience helpful and/or an understanding of school environment and processes.
Must be able to demonstrate proficient secretarial skills and successful experience in office procedures and ability to file and keep records in an organized, accurate, and efficient manner required.
Experience working with culturally diverse students and families.
Education, training, skills and experience necessary to carry out the assignment; successful secretary or office management experience preferred.
Excellent written and oral communication skills required. Skill in correct grammar, spelling and English usage; ability to compose and format correspondence.
Strong telephone/telecommunications and interpersonal communication skills.
Represent the District in a positive manner with a high degree of professionalism and service
Possess a can-do attitude.
Must demonstrate a pleasant, congenial, accommodating manner at all times.
Work collaboratively with colleagues, agencies and community members in order to contribute to the effectiveness of school programs.
Highly motivated with strong organizational skills; able to coordinate multiple tasks at one time and prioritizing tasks without guidance
Self-starter; able to work independently.
Must be knowledgeable in use of/able to operate or ability to learn the use of current office machines, including computers, peripheral computer/electronic equipment, multi-functional data centers, telephone, postage machine, etc.
Ability to work as a team member, in a flexible, cooperative and helpful manner with a focus on resolving problems and meeting needs.
Ability to adapt, and be flexible, to changing work priorities and constant and sustained interruptions.
Must be able to work with a minimum of supervision.
Ability to solve practical problems, apply appropriate judgment and deal with a variety of situations where only limited standardization exists.
Successfully pass criminal records check.
Ability to lift 25 lbs. to shoulder height occasionally and 50 lbs with assistance.
Ability to communicate effectively, establish and maintain effective working relationships with parents, staff, students and the public.
Ability to maintain confidentiality of student and district records required.
Perform technical tasks with a potential need to upgrade skills in order to meet changing job conditions.
Ability to understand written and oral instructions.
Ability to schedule activities, collate and work with data, use/operate job-related equipment
Ability to organize and set priorities while experiencing frequent interruptions.
Desire to be a role model and to interact positively with students.
Valid First aid/CPR card or ability to obtain first aid card.
Expected to attend work as scheduled.
Established record of dependability, flexibility, and regular attendance.
Ability to attend trainings as required which may include out of district or overnight travel.
Model appropriate professional behavior.
Ability to solve practical problems, apply appropriate judgment and deal with a variety of situations where only limited standardization exists.
Ability to work effectively under pressure.
Ability to work as a team member, in a flexible, cooperative and helpful manner with a focus on resolving problems and meeting needs.
Ability to maintain confidentiality including of student and district records required.





The Wahluke School District #73 complies with all federal rules and regulations and does not discriminate on a basis of sex, race, creed, religion, color, national origin, age, honorable discharged veteran or military status, sexual orientation including gender expression or identity, 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 in our programs and activities and provides equal access to the Boy Scouts and other designated your groups. Inquiries regarding compliance procedures may be directed to; Athletic Director, Title IX Coordinator at jespindola@wahluke.net or (509)932-4477; Civil Rights Coordinator, HR Director at lleitz@wahluke.net or (509)932-4565: Section 504 Compliance, Student Support Services Director at gcalaway@wahluke.net or (509)932-4565. School District address: 411 E. Saddle Mt. Dr., Mattawa, WA 99349
Wahluke is an Equal Opportunity Employer