Administrative Assistant to the Superintendent and Board of Directors

Northshore Schools District   Bothell, WA   Full-time     Administration / Clerical
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Posted on May 6, 2020

Administrative Assistant to the Superintendent and Board of Directors
Job #20-1496, First Screening of Applicants May 22, 2020

JOB SUMMARY:
This position serves as the confidential administrative assistant to the Superintendent and the Board of Directors and performs highly complex, technical, and confidential administrative and secretarial functions. The position requires the ability to exercise independent judgment, self-direct work, and manage tasks to coordinate activities.

SCOPE OF DUTIES AND RESPONSIBILITIES:

  • Coordinates, directs, and expedites the production of a high volume of documents and materials; prepares correspondence and special reports. Subject matter may be sensitive, privileged, and highly confidential.
  • Maintains the Superintendent and Board of Directors’ calendar; coordinates conference and travel arrangements.
  • Solicits and organizes requests for administrative meetings and prepares the agendas and related materials, notices, bulletins, and other communicative documents; provides leadership in planning various activities.
  • Prepares and transmits communications required by action taken in Board of Directors or administrative meetings.
    and other correspondence and briefings as directed by the Board or Superintendent.
  • Reviews correspondence, memoranda, and reports prepared by others for the Superintendent’s signature to assure accuracy.
  • Reviews and formats information from the Superintendent pertaining to correspondence, memoranda, reports, and a variety of other subject matter.
  • Learns, applies, and interprets policies and procedures to district personnel and the educational community for the Superintendent and Board of Directors.
  • Prepares on-line purchase requisitions and monitors purchase orders and budget control procedures pertaining to the Superintendent’s office and Board of Directors.
  • Promotes positive public relations in contacts with the public and staff through empathetic listening, providing appropriate information, and coordinating with district offices and schools.
  • Provides liaison duties and communication between the Superintendent and staff, colleagues, and the community.
  • Shares relevant organizational and community information with the Superintendent.
  • Makes the required public notice of impending Board of Directors’ meetings.
  • Audits the accuracy and format of requests for Board meeting agenda inclusion. Plans, organizes, and coordinates preparation and distribution of the Board of Directors’ agenda and related materials, notices, bulletins, and other communicative documents.
  • Attends Board meetings as required and records the proceedings. Drafts minutes for review and editing by the Superintendent.
  • Prepares and maintains the official record of the Board of Directors’ meeting minutes.
  • Performs follow-up functions to ensure a timely response to the Board of Directors’ special report and information requests.
  • Assists in scheduling hearings for the appeal of student disciplinary decisions to the Board of Directors.
  • Maintains the official record of the Board of Directors’ Resolutions.
  • Performs other duties as assigned.

Salary: $96,701.00 - $101,597.00 (NNRAP Professional/Technical Level II)
Work Year: 12 month position; 260 days per year, 8 hours per day
Benefits: We offer a competitive benefits package including paid vacation and holidays, health insurance coverage, Washington State Retirement Plan, and other benefits.

MINIMUM QUALIFICATIONS

High school graduation or equivalent, college or business school training in secretarial skills and procedures, and four years of highly responsible executive secretarial or administrative experience. Alternative combinations of education and experience will be evaluated by Human Resources for comparability.

KNOWLEDGE, SKILLS, AND ABILITIES:

  • Ability to maintain confidentiality around highly sensitive and privileged information.
  • Knowledge of procedures, methods, strategies, and techniques pertaining to the operation of a chief executive officer’s office or governing board.
  • Knowledge of principles, goals, and objectives of public education.
  • Knowledge of standard office equipment and machines.
  • Knowledge of and ability to establish and maintain modern data management storage and retrieval systems.
  • Knowledge of legal mandates, policies, regulations, and procedures which govern the District operational
    processes.
  • Skill in effective and efficient communication techniques, strategies, and procedures in oral and written form.
  • Knowledge of correct English usage, spelling, grammar, and manuscript and report formatting.
  • Ability to coordinate, direct, and expedite the production of a high volume of documents and materials.
  • Ability to effectively and efficiently perform highly responsible clerical, secretarial, and administrative assistant functions and activities.
  • Ability to expeditiously abstract, compile, and prepare comprehensive reports.
  • Ability to keyboard at 60 wpm and operate a computer, use various software applications including Microsoft Word, Excel, and the ability to learn proprietary software.
  • Ability to understand and carry out oral and written directions.
  • Ability to maintain a positive attitude while under stress and pressure.
  • Ability to establish and maintain cooperative relationships and maintain a calm, tactful, and diplomatic manner.

WORKING CONDITIONS

Required to meet inflexible deadlines; required to attend meetings beyond normal working hours; required to deal with distraught or angry people; requires substantial visual concentration; requires occasional prolongs exposure to visual display terminal; dexterity and precision required to operate computer. This position reports to the Superintendent and receives direction from the Board of Directors.

APPLICATION PROCEDURE:

So that we can fully assess their qualifications, we require that all applicants submit a complete application packet, including:

  • Classified Application Form (Complete on-line at www.nsd.org)
  • Letter of application addressing your ability to perform the job duties and meet the qualifications as listed above. The letter should provide specific examples of your work experience, accomplishments, and
    achievements that demonstrate your ability to perform the work. (Upload and attach to application)
  • Resume (Upload and attach to application)
  • You may also submit other supporting information of your choosing.

Incomplete applications cannot be considered. Applications must be completed by the closing date to receive consideration.

UPON HIRE:

If you are hired, you will need to complete an Employment Eligibility Form and submit documentation to Human
Resources for review and verification to comply with the Federal Immigration Reform and Control Act. All offers of hire are contingent upon passing a nation-wide criminal history check, which requires employees to provide fingerprints. All newly hired employees must satisfactorily complete a probationary period of 90 days following their hire date.

Northshore School District prohibits discrimination on the basis of age, sex, marital status, sexual orientation including gender expression or identity, race, creed, religion, color, national origin, honorably discharged veteran or military status, or 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. The following employee(s) have been designated to handle questions and complaints of alleged unlawful discrimination: Director of Human Resources (Title IX, ADA, and Civil Rights Compliance), Director of Student Services (Section 504), 3330 Monte Villa Parkway, Bothell, WA 98021, (425) 408-6000.


Northshore Schools District

3330 Monte Villa Pky
Bothell , WA