ADMINISTRATIVE ASSISTANT – WEST SOUND STEM
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Reports To:
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Executive Director of West Sound STEM
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Bargaining Unit:
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PSE
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Department:
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Salary Schedule:
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Schedule A-Office Professionals
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Employment Type:
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Classified
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Salary Range:
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III
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FLSA Status:
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Hourly
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Adoption Date:
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7/25/19
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Hours per Day:
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8.0
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Revised Date:
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8/30/24
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Days per Year:
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248 + (12 Holidays) = 260
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Belonging is a core value in the South Kitsap School District. We are passionate about building and sustaining an inclusive and equitable learning environment for all students and staff. We actively seek to understand the complex and rich identities of self and others and lean into and engage in courageous conversations. We know the educational environment is enhanced when diverse groups of people with unique ideas come together to learn and grow.
South Kitsap Employees Will:
- Maintain and enhance a sense of belonging and success for traditionally marginalized populations.
- Cultivate and develop inclusive and equitable working relationship with students, families, staff, and community members.
- Demonstrate understanding of our unique cultures and celebrate differences.
- Embrace and actively promote an inclusive and equitable learning environment.
THE OFFICE OF PUBLIC INSTRUCTION IS NOW REQUIRING ALL PARAEDUCATORS TO PROVIDE A COPY OF THEIR HIGH SCHOOL DIPLOMA AND/OR HIGH SCHOOL TRANSCRIPTS OR GED TO MEET TITLE 1, PART A FEDERAL LAW REQUIREMENTS. PLEASE PROVIDE OUR OFFICE WITH A COPY PRIOR TO BEING THE SELECTED CANDIDATE.
Purpose Statement
The job of Administrative Assistant - West Sound STEM is done for the purpose/s of providing clerical support to the West Sound STEM Network team; coordinating activities of assigned administrative personnel; monitoring assigned activities; and providing information.
This job is distinguished from similar jobs by the following characteristics: West Sound STEM Network is a Washington STEM Regional Network and a Regional Career Connect Washington Network.
Essential Functions:
- Assists the West Sound STEM Network members, grant team, and teachers (e.g. school districts, higher education, business, etc.) for the purpose of providing appropriate data tracking, communication, information, direction, and support as may be required;
- Communicates with Network and Career Connect Washington team members from multiple agencies and multiple levels of leadership for the purpose of receiving and disseminating information;
- Compiles data from a variety of sources (e.g. work orders, budget reports, specialized reports, personnel records, etc.) for the purpose of complying with financial, legal and/or administrative requirements;
- Coordinates a variety of projects, functions and/or program components (e.g. meetings, in-service events, travel and accommodations, West Sound STEM Network events, etc.) for the purpose of completing activities and/or delivering services in a timely fashion;
- Maintains a wide variety of manual and electronic documents files and records (e.g. Network personnel/payroll records, Career Connect Washington agendas and minutes, correspondence, clock hour proposals and evaluations, Network reports, grant information, etc.) for the purpose of providing up-to-date information and/or historical reference in accordance with established federal/state guidelines and legal requirements;
- Monitors a variety of activities on behalf of assigned Administrator (e.g. account balances, work order status, etc.) for the purpose of achieving goals and meeting target dates;
- Orders supplies and materials (e.g. grant funded materials, etc.) for the purpose of maintaining availability of required items;
- Participates in a variety of meetings, workshops, and/or trainings for the purpose of providing or receiving information, upgrading skills, and supporting the needs of the attendees;
- Prepares a variety of documents and reports (e.g. purchase orders, correspondence, newsletters, budgetary information, schedules, etc.) for the purpose of communicating information to state officials, county personnel, district, and community;
- Processes documents and materials (e.g. reports, purchase orders, correspondence, newsletters, budgetary information, schedules, travel requests, records, and I-Grant applications, etc.) for the purpose of disseminating information in compliance with administrative guidelines and/or regulatory requirements;
- Provides support at outreach events and occasional evening and weekend STEM professional development sessions (e.g. industry, education, and other partners, etc.) for the purpose of increasing career-connected learning and network opportunities and events;
- Reconciles account balances for assigned budget categories for the purpose of maintaining accurate account balances;
- Represents assigned Administrator in their absence for the purpose of conveying and/or gathering
- information required for their functions.
- Researches a variety of topics (e.g. current practices, policies, education codes, etc.) for the purpose of providing information and/or recommendations and/or addressing a variety of administrative requirements;
- Responds to a variety of inquiries from a variety of internal and external parties (e.g. staff, parents, students, public agencies, etc.) for the purpose of providing information or direction and/or facilitating communication among parties;
- Responds to inquiries from Network members for the purpose of providing information and/or direction to solve problems;
- Schedules and manages a wide variety of activities (e.g. appointments, meetings, travel reservations/accommodations, facility usage, career-connected learning opportunities, etc.) for the purpose of making necessary arrangements for assigned administrator;
- Serves as a liaison to other STEM Networks in the surrounding area for the purpose of providing appropriate communication, direction, and support as needed;
- Supports assigned administrative personnel and program operations (e.g. assisting with various events, etc.) for the purpose of providing assistance with their functions and responsibilities.
Other Functions:
- Performs other related duties as assigned for the purpose of ensuring the efficient and effective functioning of the work unit.
Job Requirements: Minimum Qualifications
Skills, Knowledge, and Abilities
SKILLS are required to perform multiple tasks with a need to occasionally upgrade skills in order to meet changing job conditions. Specific skill-based competencies required to satisfactorily perform the functions of the job include: operating standard office equipment including pertinent software applications; and preparing and maintaining accurate records.
KNOWLEDGE is required to perform basic math, including calculations using fractions, percents, and/or ratios; understand written procedures, write routine documents, and speak clearly; and understand complex, multi-step written and oral instructions. Specific knowledge-based competencies required to satisfactorily perform the functions of the job include: business telephone etiquette; concepts of grammar and punctuation; and office practices and procedures.
ABILITY is required to schedule activities and/or meetings; gather and/or collate data; and use basic, job-related equipment. Flexibility is required to work with others; work with data utilizing defined but different processes; and operate equipment using defined methods. Ability is also required to work with a diversity of individuals; work with similar types of data; and utilize specific, job-related equipment. Some problem solving may be required to identify issues and select action plans. Problem solving with data may require independent interpretation; and problem solving with equipment is limited. Specific ability-based competencies required to satisfactorily perform the functions of the job include: communicating with diverse groups; displaying tact and courtesy; maintaining confidentiality; setting priorities; being attentive to detail; establishing and maintaining effective working relationships; working as part of a team; and working with frequent interruptions.
Responsibility
Responsibilities include: working under direct supervision using standardized procedures; leading, guiding, and/or coordinating others; tracking budget expenditures. Utilization of some resources from other work units may be required to perform the job's functions. There is some opportunity to affect the organization’s services.
Work Environment
The usual and customary methods of performing the job's functions require the following physical demands: occasional lifting, carrying, pushing, and/or pulling, some stooping, kneeling, crouching, and/or crawling and significant fine finger dexterity. Generally the job requires 80% sitting, 10% walking, 10% standing. This job is performed in a generally clean and healthy environment.
Experience: Job related experience with increasing levels of responsibility is desired.
Education (Preferred):
Education (Minimum): High school diploma or equivalent.
Required Testing
None Specified
Certificates and Licenses
Valid Washington State Driver’s License & Evidence of Insurability
Continuing Educ./Training
None Specified
Clearances
Washington State Patrol and FBI Fingerprint
Background Clearance
Other Requirements:
- Completed online application (with supporting documents)
Health Benefits Information:
Most positions within the South Kitsap School District are governed by collective bargaining agreements that specify the benefits related to employment with the district, including insurance provisions, vacations, holidays, and other related benefits.
For more information about benefits, you may review the individual collective bargaining agreements and SEBB 2023 School Employee Enrollment Guide which are located on our website SK Staff Resources or contact our Payroll and Benefits Department at (360) 874-7028 or payrollstaff@skschools.org.
Application Procedure: Complete the online application at www.skschools.org and apply to the position(s) to which you are qualified within your online application.
Submitting and completing your online application and applying to open positions ensures immediate availability of your data to our hiring administrators.
PRINCIPALS AND HIRING ADMINISTRATORS CONSIDER ONLY THOSE APPLICANTS WITH COMPLETE AND CURRENT APPLICATIONS.
Positions close at 4:00 p.m. on the final day of posting. Your online application and required District Testing (if applicable-see job posting when applying) must be submitted by the closing date for an applicant to be considered for a position.
If you need assistance with this process, please contact Human Resources at (360) 874-7074 or skjobs@skschools.org.
The South Kitsap School District provides equal educational and employment opportunity without regard to race, creed, religion, color, national origin, age, honorably-discharged veteran or military status, sex, sexual orientation – including gender expression or identity, marital status, or the presence of any sensory, mental, or physical disability, the use of a trained dog guide or service animal by a person with a disability. Equal access to activities, facilities and program is provided to the Boy Scouts of America and other designated youth groups. District procedure complies with all applicable state and federal laws.
The Title IX Officer, Section 504 Coordinator, and Gender Inclusivity Officer with the responsibility for monitoring, auditing, and ensuring compliance with this policy are:
Compliance/ADA/Title IX Coordinator:
Will Sarett,
Executive Director of Human Resources
2689 Hoover Avenue SE, Port Orchard, WA 98366
360-874-7071
sarett@skschools.org
Section 504 Coordinator:
Kimberly House
Director of Special Services
2689 Hoover Avenue SE, Port Orchard, WA 98366
360-443-3648
house@skschools.org
Gender Inclusivity Compliance Officer:
Dr. Tom Edwards,
Assistant Superintendent for Student Achievement
2689 Hoover Ave SE, Port Orchard, WA 98366
360-874-7003
edwards@skschools.org
South Kitsap School District will also take steps to assure that national origin persons who lack English language skills can participate in all education programs, services, and activities. For information regarding translational bilingual education programs, contact the Executive Director of Teaching and Learning at (360) 874-7050.
All Employees are required to furnish proof of identity and employment authorization status.
The South Kitsap School District is committed to providing a drug-free, tobacco-free environment for all persons-students, community, and staff.
Any offer of employment with the South Kitsap School District is on a conditional basis pending the successful completion of an FBI and Washington State Patrol fingerprint background check.
All Employees are required to furnish proof of identity and employment authorization status.
The South Kitsap School District is committed to providing a drug-free, tobacco-free environment for all persons-students, community, and staff.
Any offer of employment with the South Kitsap School District is on a conditional basis pending the successful completion of an FBI and Washington State Patrol fingerprint background check.