2025-26 Executive Assistant to the Superintendent

Employment Begins 2025-2026 School Year

8 hours/day; 5 days/week; 260 days/year

EXECUTIVE ASSISTANT TO THE SUPERINTENDENT

STANDARD POSITION DESCRIPTION

Classification: Classified Exempt Location: District Office

Reports to: Superintendent FLSA Status: Exempt

Bargaining Unit: No

The job 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:

The Executive Assistant to the Superintendent will be responsible for providing direct support to the Superintendent and the Board of Directors. The position is responsible for conveying information regarding district functions and procedures; communication with staff the public and other districts as well as other state and local agencies; ensuring good working relationships as well as compliance with policy financial legal and administrative requirements and providing information and/or direction as requested.

The District represents a diverse communitywith a population of nearly 60% students and families 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 Districts diverse populations.

Part II: Supervision and Controls over the Work:

Serves under the broad guidance and administrative supervision of the Superintendent or Superintendents designee. Work is guided by and must be in compliance with federal and state law policy direction of the Board of Directors and compliance with state and local regulatory agencies.

Has supervisory responsibilities over the Administrative Center receptionist Office Professional III in the Superintendents office and Administrative Center Custodian.

Part III: Major Duties and Responsibilities listed may include but are not limited to the following:

1. Manages the day-to-day operations of the Superintendents Office
2. Maintains District Policy manuals. Coordinates the process for the review and updating of District policies to assure that proper review and approval is given before updated/new policies are entered onto the Districts website and included in the official policy manuals. This position is required to follow Board policy and stay abreast of updates/changes.

1. Interacts with administrators Board staff and public and deals with politically sensitive and confidential issues.

1. Maintains the Superintendents and Board of Directors meeting calendars; schedules appointments and conferences; makes all necessary arrangements for meetings and conferences including location time and participant attendance. Prepares related information for meetings set-up meeting room and taking and distribution of minutes. These meetings include but are not limited to Board of Directors Cabinet and other administrative groups.

1. Coordinates conference reservations for travel for Superintendent Board of Directors and other administrative staff.

1. Maintains permanent District records for audit purposes develops prepares and distributes meeting agendas background information and minutes. Organizes and maintains filing systems according to standard filing procedures and according to local state or federal guidelines; maintains organizational chart.

1. Prepares documents for the Superintendents and Board of Directors signatures replies to requests letters and emails on varied matters. Processes statistical reports and forms requiring a number of separate tabulations.

1. Processes incoming mail for action or for the Superintendents review; coordinating distribution and handling of matters needing response; retrieves appropriate background information to be attached to the correspondence or other materials; notes details pertinent to the Superintendents calendar and future attention.

1. Screens telephone callers and drop-in visitors tactfully referring those to other offices/administrators as appropriate. Personally handles many inquiries including substantive questions requiring research or technical knowledge.

1. Prepares and arranges for delivery of Board packets; develops prepares and distributes weekly agenda for Cabinet meetings and the Superintendents bi-weekly meeting with the Board of Directors; collects data for and directs preparation of informal and formal dockets and packets for Board of Directors meetings. This position requires the flexibility to attend evening meetings.

1. Composes routine correspondence and other communications; maintains control records on incoming correspondence and questionnaires and follows up on work in progress to ensure timely response or action.

1. Maintains leave records for the Superintendents office and Cabinet members.

1. Maintains confidentiality and loyalty to the office and staff.

1. Manages the day-to-day upkeep of the Administrative Center through Supervision of the building Custodian.

1. Performs other duties as assigned.

Part IV: Minimum Qualifications:

1. High school diploma with training in secretarial procedures and five years of increasingly responsible executive secretarial experience including administrative support project coordination and public relations. Advanced training in secretarial and business skills may substitute for up to two years of the required experience on a year-to-year basis. Experience in a school environment preferred.

1. Proficient with desktop computers and with software programs such as Windows Microsoft Word Excel and PowerPoint. Ability to learn new computer programs.

1. Comprehensive knowledge of the organization and functions of the school system including established procedures and practices of the Office of the Superintendent and the names and responsibilities of school division administrative staff.

1. Knowledge of district state and federal laws rules and regulations related to assigned school district; basic budgeting; financial and statistical record keeping; and standard office equipment and general secretarial procedures.

1. Applicants 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.

1. Ability to work both independently and cooperatively.

1. Excellent communication skills both written and verbal including the ability to draft correspondence from general instructions or direction.

1. Ability to organize work set priorities and meet deadlines. Ability to establish effective working relationships at all levels of the organization. Knowledge and experience in working with computers data and word processing.

1. Ability to multitask and work well under pressure with constant deadlines and frequent interruptions.

1. Ability to remain calm deliberate and tactful in stressful and emotional situations. A reputation of respectful productive relationships with others both professionally and personally.

1. Demonstrated sensitivity to cultural developmental religious and ethnic diversity of students staff and community.

Part V: 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 sit lift carry move about hear and speak. Employee may be 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.

The employee may sit or stand for longer than 2 hours at a time may lift objects repeatedly and may undertake repeated motions.

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 for 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 link 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.

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.