District Office Support Specialist

La Center School District; Cottage Grove (OR); On-site; USD 39,000 - 46,000; Full time

Job summary

La Center School District is seeking a District Office Support Specialist to provide welcoming front-line reception, answer inquiries, and handle a wide range of clerical and fiscal tasks across district offices. You will process forms, manage supplies, and support reporting while maintaining a calm, professional demeanor.

Ideal candidates will have a high school diploma, basic accounting experience, and a valid driver’s license.

Qualifications

• High School Diploma or equivalent required.
• Experience in business office accounting/recordkeeping preferred.
• Valid state driver’s license with clean record.
• Basic office skills assessment may be required before offer.

Responsibilities

• Provide primary reception for the district office; greet visitors and answer inquiries.
• Process district forms for reporting.
• Order and inventory general office supplies; manage district-wide materials.
• Provide technical support for the district's receipting system.
• Attend and record District board meetings; set up microphones.

Skills

Customer service

Communication

Office software

Ability to learn systems

Education

High School Diploma or equivalent

Accounting/recordkeeping experience

Valid driver’s license

Tools

Microsoft Word

Microsoft Excel

Email/Spreadsheet apps

Job description

Our Mission

The mission of the La Center School District is to create a supportive learning environment that empowers students to reach their fullest potential. We will do this in partnership with families, the community, staff and students to develop confident and self-reliant lifelong learners who can thrive in a rapidly changing, more technologically advanced, and diverse society.

Position Summary

Under the supervision of the Superintendent, the District Office Support Specialist provides information and performs a wide variety of clerical and fiscal services to stakeholders across multiple areas of responsibility within the district. The District Office Support Specialist provides effective customer service to a diverse population of staff, students, families, and community members under occasionally stressful situations while maintaining a calm and professional demeanor in an atmosphere of warmth, cooperation, and service to others.

Terms of Employment

Full-time; Monday-Friday, 7:30 a.m. - 4:00 p.m., 260 days per year

• The successful candidate must be fingerprinted. Employment is contingent upon a satisfactory background check and clearance by the Washington State Patrol and Federal Bureau of Investigation.

Essential Functions

District-Wide Support

• Provide primary reception services for the district office; greet parents, staff, students, and the public in a friendly, calm, and professional manner; answer a wide variety of telephone and in-person inquiries; screen calls
• Process Choice Transfer and Intent to Home School forms for the purpose of district and state reporting
• Inventory and order general office supplies for the district office; order and inventory specialty supplies for the district mail machine, fax, and copier; order district-wide materials and supplies from the assigned third-party vendor
• Provide technical support for the district's electronic receipting system to building personnel
• Attend and record District regular board meetings; set up microphones and speaker system
• Process facility use agreements
• Update the district facility calendar with staff and athletic schedules
• Provide a wide variety of clerical and fiscal services to stakeholders across multiple areas of responsibility within the district, as assigned by the Superintendent

Program Support

• Support the Food Services program by submitting the annual Food Service application in compliance with Federal and State guidelines and to ensure the continuation of funding streams; file associated Food Service reports as necessary
• Process notifications of herbicide/pesticide applications by the groundskeepers; provide the appropriate signage according to state law; maintain up-to-date applications notebook
• Maintenance support of fleet vehicles
• Other duties as assigned by the Superintendent

Fiscal Support

• Receipting of cash/funds received by the District
• Prepare and maintain accounts receivable invoices as assigned
• In the absence of the accounts payable specialist, may deliver bank deposits to the local banking institution on a weekly basis or at a frequency determined by the needs of the district
• Reconcile deposits to County Treasurer
• Audit Accounts Payable warrants
• Match deposit receipts to building revenue reports
• Submit monthly Food Service claims by collecting and processing information from district lunch cashiers; receipt deposits
• Other duties as assigned by the Superintendent

Minimum Qualifications

Education, Training and Experience

• High School Diploma or equivalent required
• Previous experience in business office accounting and recordkeeping
• A valid state-issued driver's license with a clean driving record
• Successful completion of the basic office skills assessment may be required prior to offer of employment

Knowledge, Skills, and Abilities

• Possess a genuine enthusiasm for working with students, staff, and the community
• Proficiency in common office software and web-based applications (e.g., e-mail, word processing and electronic spreadsheet applications)
• Knowledge of basic terminology, procedures and regulations related to Choice Transfers, Home School reporting, and USPS mailing requirements
• Demonstrated skill in business office accounting and recordkeeping, file maintenance and document retention
• Ability to gain proficiency in the district's student information system
• Proficiency in correct grammar, spelling, and English usage; ability to compose, edit, and format correspondence
• Willingness and ability to learn new systems
• Ability to safely operate a motor vehicle to perform the essential functions of the position
• Demonstrated ability to communicate effectively both verbally and in writing with a diverse population of staff, students, families, and community members while maintaining a calm, professional demeanor and supporting an atmosphere of warmth, cooperation, and service to others
• Demonstrated ability to treat all staff, students, parents, and community members with dignity
• Demonstrated ability to establish and maintain positive relationships with staff, students, and the general public
• Strong self-initiative with an ability to work independently with minimal supervision
• Demonstrated ability to work collaboratively in a flexible and cooperative manner in order to build and maintain effective teams and partnerships
• Demonstrated ability to work effectively as a team member and analyze situations to define issues, draw conclusions, and determine resolutions and/or action plans
• Punctual, with the ability to meet deadlines, adapt quickly to change, and maintain flexibility in a dynamic work environment
• Ability to exude calmness in the face of pressure and project a warm and welcoming demeanor in person and on the phone while experiencing frequent interruptions
• Ability to maintain the highest level of confidentiality in all matters related to the district
• Understand and implement district safety procedures
• Ability to incorporate working knowledge of Board Policies E-1 through E-4 into daily practice
• Ability to learn and follow school district policies and procedures

Preferred Qualifications

• Previous experience in a K-12 educational setting
• Demonstrated ability to perform intermediate-level tasks in Microsoft Word and Excel
• Previous experience in the Choice Transfer application process and Home School reporting requirements

Additional Requirements

• This job is performed in a business office environment
• Some lifting may be required; ability to occasionally lift at least 40 pounds with assistance is required
• Some carrying, pushing, and/or pulling; some stooping, kneeling, crouching, and/or crawling may be required
• Significant fine finger dexterity is required

Salary

$28.42-$33.29/hour based on experience

Benefits

This position is eligible for a generous benefits package, including medical, dental, and vision insurance for employees and their qualified dependents. Employer-paid basic life, long-term disability, and AD & D insurance are available to the employee only. Additional benefits include retirement through the Washington State Department of Retirement and optional supplemental benefits including supplemental life, employee-paid long-term disability, FSA, DCAP, and deferred compensation. Paid leave benefits include five (5) days of paid vacation after successful completion of probation (60 days) with additional days earned annually based on district longevity; two (2) days of personal leave and twelve (12) days of sick leave per school year, pro-rated base on the employee's hire date. Twelve (12) paid holidays include: Labor Day, Veterans Day, Thanksgiving Day, the day following Thanksgiving Day, the day preceding Christmas, Christmas Day, New Year's Day, Martin Luther King Day, President's Day, Memorial Day, Juneteenth and Independence Day.

La Center School District does not discriminate in any programs or activities on the basis of sex, race, ethnicity, creed, religion, color, national origin, immigration or citizenship status, age, veteran or military status, sexual orientation, gender expression, gender identity, homelessness, disability, neurodivergence, 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:

Matt Johnson
Civil Rights & Gender Inclusive Schools Coordinator
725 NE Highland Rd., La Center, WA 98629
Phone: [phone]

Matt Cooke
Title IX Officer
725 NE Highland Rd., La Center, WA 98629
Phone: [phone]

Greg Hall
Section 504 Coordinator
PO Box 1840, La Center, WA 98629
Phone: [phone]