Office Professional IV - Human Resources

Employment Begins: August 1 2025

8 Hours/Day 5 Days/Week 260 Days/Year

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OFFICE PROFESSIONAL 4 SENIOR ADMINSTRATIVE ASSISTANT

STANDARD POSITION DESCRIPTION

HUMAN RESOURCES

Classification: OP IV Senior Administrative Assistant Location: Assigned Department

Reports to: Department 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 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:

This position provides clerical 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. This position will assist the department administrator(s) in the management of various areas including but not limited to: maintaining record systems planning organizing and participating in the administrative clerical and data management operations related to their assigned responsibilities. Manages maintains and monitors various records in areas of responsibility i.e. employee information office information various budgets accounting records payroll records invoices etc. Responsibilities also include maintaining a close liaison with schools district employees vendors 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 Districts 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 administrator(s). Employee is expected to administer and process the general operations and activities of their assigned department making decisions with limited need for assistance from the administrator except in unusual or difficult matters or in situations for which there is no district precedent. 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):

1. Clerical and Technical Support. Provides comprehensive clerical and technical support to the department administrators. Creates and processes correspondence forms memoranda schedules and reports and distributes materials as needed. Maintains confidential records including personnel file documents emergency procedures and other sensitive information. Maintains various Human Resources Calendars including scheduling meetings and booking conference rooms.

1. Office Management. Serves as the first point of contact for visitors entering the office providing guidance assistance and information on routine matters and areas of responsibility. Answers and screens telephone calls responds to inquiries or redirects calls based on knowledge of departmental and district functions. Manages incoming and outgoing mail and email ensuring proper routing and delivery. Assists staff in the use of office equipment and adherence to office procedures. Identifies repair or maintenance needs contacts vendors for service and ensures follow-up on outstanding issues.

1. Office Operations and Productivity Support. Prepares develops and maintains a variety of documents reports records and background materials to support office operations. Demonstrates initiative in planning organizing and coordinating individual work responsibilities in conjunction with departmental goals. Requires a thorough understanding of the departments structure functions and interdepartmental relationships to successfully support its operations.

1. Records and File Management. Establishes maintains and archives office records in compliance with state and district policies. Retrieves and distributes records as needed. Coordinates with the Human Resources manager to prepare documentation in response to public records requests and other inquiries. Maintains online data and digital records. Proactively develops and updates necessary forms and documentation to meet office needs. Acts as the primary contact for personnel records

1. Conducts Research and Prepares Reports and Background Information. At the request of the 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. Provide direct support to the HR Administrative Team.

1. Plan organize generate and carryout processes and structures to support the Human Resources Department Including personnel file audits and archiving records that are sent to the Archives/Record Center.

1. Maintain the integrity of District and record management.

1. Required to follow Board policies and stay abreast of updates and changes.

1. Performs other duties as assigned by administrator and/or designee.

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 previous related experience/and or training to master the work assignment in similar or related work that provided a broad knowledge of the work area. 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 Districts discretion.
4. Must possess advanced secretarial administrative and clerical skills including typing and filing and must possess knowledge of basic office equipment and technology and skill in the use of office software for documents spread sheets presentations and as appropriate data bases.
5. Knowledge of general clerical 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. Ability to remain calm and focused and to assist employees who may be emotional distraught or frustrated.
9. 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.
10. Ability to organize work and set priorities for accomplishing work in a timely and effective manner.
11. Ability to work collaboratively and effectively with other staff employees and supervisors.
12. Skill in the use of office and computer equipment and use of standard office software.
13. Successful demonstration of organizational knowledge to include a comprehensive understanding of the organization and function of the immediate organization and the interrelationship of roles and responsibilities.

Part V: Desired Qualifications:

1. Successful experience in accounting public school setting public employment and/or WSIPC.
2. Knowledgeable of an extensive body of rules procedures or operations for the performance of interrelated or non-standard operations for which problems are frequently encountered.
3. Bilingual skills
4. Proficiency in Excel and Skyward Qmlativ

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.

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 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 theDepartment 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 linkhttps:// 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: ; Section 504 Coordinator at 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.