District Executive Administrative Assistant

Sylvania; Washington (Washington County); On-site; USD 42,000 - 60,000; Full time

Benefits offered by this job

Medical benefits

Dental/Vision benefits

Vacation and Sick Leave

Retirement benefits

Job summary

The Ocosta School District is seeking a District Executive Administrative Assistant for the 2026/27 school year. This full-time, twelve-month confidential position provides administrative support to the Superintendent and Board of Directors and serves as primary contact for the administrative office.

Responsibilities include board agendas/minutes, policy updates, reports, background checks, and receptionist duties. Requires a college degree or equivalent and WA driver’s license.

Qualifications

• College degree or equivalent work experience.

Responsibilities

• Prepares School Board meeting agendas, resolutions, and minutes.
• Maintains official records of Board actions and attends meetings.
• Coordinates travel and conference arrangements for Board members.
• Acts as main contact for applicants and manages internal/external postings.
• Responsible for background checks using the WATCH system and fingerprint clearances.
• Administers the ParaPro Assessment for new para educators.
• Processes invoices for payment and 1099 reporting.
• Maintains district policies updates and district-wide communications.
• Greet visitors and manage office operations; maintain files and calendars.
• Supports district websites, social media, and publication duties.

Education

College degree or equivalent work experience

Job description

The Ocosta School District is now accepting applications for District Executive Administrative Assistant for the 2026/27 school year. This position is for 8 hrs/day, Monday-Friday, 260 days/school year. This position is a full-time, twelve-month confidential position serving as the primary point of contact for the administrative office. The Executive Administrative Assistant provides administrative support to the Superintendent and Board of Directors and works closely with district staff, families, and the public to facilitate effective and professional communication and operations.

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed above represent the knowledge, skills, and abilities necessary to successfully perform the job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

Qualifications:

• College degree or equivalent work experience.
• Washington State driver’s license.
• Successful completion of Washington State Patrol background clearance and fingerprint check.

Essential Duties & Responsibilities:

Includes the following duties; other duties may be assigned.

Clerk of the Board

– Prepares School Board meeting agendas, resolutions, and minutes and maintains official records of Board actions. Prepares the annual Board meeting schedule and coordinates required meeting notices and advertisements. Attends regular and special Board meetings, workshops, and bond and levy committee meetings. Coordinates travel and conference arrangements for Board members. Serves as the district’s point of contact for Public Disclosure Commission (PDC) and Washington State School Directors’ Association (WSSDA) records and updates.

Board Policies

– Responsible for the update of district policies, review by Board and publication.

Reports/Applications

– Completes the following applications/reports online or as required. These include:

• Enrollment Reports – Responsible for preparing the district P223 monthly enrollment report and K-3 Class Size report. Reconciles P223 submitted by elementary and secondary buildings, paying close attention to demographic group populations. Maintains an accurate, auditable file in the District office.
• The districts’ annual NSLP food program, snack, summer foods, and CACF Dinner program applications.
• Choice Transfers
• E-Certification
• Home Based Report
• Open Doors Youth Reengagement Reporting
• CEDARS Reporting
• Direct Certification (Food Service)
• Time and Effort Reporting
• Vehicle Request Transfers (Transportation)

Human Resources

– Acts as main contact for applicants. Creates, disseminates, and monitors internal job postings. Advertises external postings. Assembles sub and new employee files.

• Background/Fingerprints – Responsible for all background checks using the WATCH system for volunteers/subs, and full fingerprint submittals to OSPI for permanent staff.
• ParaPro Assessment – Administers the ETS para-assessment online test to new para educators who don’t meet the college credit requirement.

Accounts Payable

– Preparing monthly invoices for payment and completing and submitting the annual 1099 reporting to the IRS.

Ocosta Foundation

– Helps prepare membership solicitation mailings. Updates membership lists. Helps prepare deposits from solicitations and copies and distributes monthly bank statements for appropriate directors. Helps prepare scholarship award letters for graduation ceremony.

Choice/Home School/GED Applications

– Processes forms and maintains annual file of student applications.

Receptionist/Office Manager

– Greets and responds to all visitors requesting information or appointments. Responsible for the orderly operation of the office.

Publications & Website/Social Media Maintenance

– Assists with preparing, maintaining, and updating the following:

• District Staff Handbook
• Job Postings (Internal & Red Rover)
• District’s Website & Social Media Accounts

School Calendar

– Prepares school calendars per the OEA negotiated contract, and a public calendar for families.

Facilities Use

– Processes application forms for use of school facilities after 3:15 p.m., checks for schedule conflicts, and keeps current a shared calendar of events for athletics, facilities, and district conference room.

• Monitors non-school current certificates of insurance.

Administrative and Personnel Files

– Responsible for the management of personnel, administrative, and correspondence files. Must be familiar with records management guidelines.

Public Records Requests

– Assist the Public Records Request Officer with responding to requests and ensuring compliance with applicable requirements.

Acts as lead for the building secretaries/student record coordinators

– Holds monthly meetings to disseminate information pertinent to building staff, state/federal reporting requirements/deadlines, etc.

Key File

– Maintains a master key file for each building and issues keys to employees as required to perform their duties as an employee of the district and at the direction of building administrators.

Other duties as assigned by the Superintendent.

Compensation & Benefits:

• Compensation and benefits that are competitive with industry standards.
• Medical/Dental/Vision/Supplemental benefits available through the Washington State Healthcare Authority (HCA) School Employees Benefits Board (SEBB)
• Retirement Savings Plans (DRS)
• Vacation, Personal, & Sick Leave

Employment is contingent upon successful clearance of a Washington State Patrol, FBI fingerprint criminal history background check, and Sexual Misconduct background check.