Operations Secretary

Sylvania; Concrete (WA); On-site; USD 42,000 - 56,000; Full time

Job summary

The Concrete School District seeks a Secretary to provide administrative and clerical support to an assigned school, program, or district department. As a primary contact for students, families, staff, and vendors, you will help maintain confidential records and support reporting, purchasing, and compliance processes.

In this in-person role, you will collaborate with administrators to establish priorities, manage calendars, handle communications, and coordinate across districts.

Qualifications

• High school diploma or equivalent is required.
• Experience in office, clerical, administrative, bookkeeping, records, or customer service is preferred.
• Ability to use computers, databases, and standard office software.
• Ability to maintain confidentiality and handle sensitive information.
• Ability to learn District information systems and procedures.

Responsibilities

• Provide reception, telephone, email, and customer-service support.
• Maintain confidential files, records, databases, and electronic systems.
• Enter, verify, retrieve, and report information within required timelines.
• Prepare correspondence, reports, forms, and notices.
• Process purchasing, purchase orders, invoices, receipts, timesheets, and related documents.
• Maintain calendars, schedule meetings, and coordinate communications.
• Collaborate with administrators, staff, and vendors to support operations.
• Work with district policies and state/federal requirements.

Skills

Customer service

Communication

Organization

Confidentiality

Technology learning

Education

High school diploma or equivalent

Associate degree or higher

Tools

Databases

Office software

Student information systems

Financial systems

Job description

This is an in-person position only. Please note, If you are applying from out of the area your Letter of Interest must state your intention to move to the area for you application to be considered.

CONCRETE SCHOOL DISTRICT

Job Description

Classification: PSE - Secretary

Title: Secretary

Reports To: Building, Program, or Department Administrator/Director

POSITION SUMMARY

The Secretary provides administrative and clerical support to an assigned school, program, or District department and serves as an important point of contact for students, families, staff, community members, vendors, and other agencies. Secretaries coordinate office and program activities; maintain accurate and confidential records; support reporting, purchasing, and compliance processes; and provide administrative support necessary for efficient District operations.

Secretary assignments generally fall within five primary areas: Elementary School; High School Registrar/Enrollment/Attendance; High School ASB/Athletics; Special Programs; and Operations. While all positions are within the Secretary classification, specific responsibilities vary based on assignment.

The secretary provides broad support to school, program, or department administration and adjusts duties to meet the specific needs of the assigned area. Duties and responsibilities may vary based on staffing, school/program/department/District needs, and the secretary’s abilities and strengths. The incumbent works closely with administrators or directors to establish priorities and determine specific assignments.

This is an in person position

Qualifications

Required

• High school diploma or equivalent.
• Job-related office, clerical, administrative, bookkeeping, records, or customer-service experience.
• Demonstrated ability to use computers, databases, and standard office software.
• Ability to maintain confidentiality and handle sensitive information appropriately.
• Ability to learn District information systems and procedures applicable to the assignment.

Preferred

• Office experience, preferably in a school district, public agency, or similar setting.
• Associate degree or higher.
• Experience directly related to the assigned secretary position.
• Spanish-speaking/bilingual skills preferred.
• Experience with bookkeeping, financial recordkeeping, and/or database management preferred.
• Strong technical aptitude and experience using databases, student information systems, financial systems, or other complex software platforms preferred.

Knowledge, Skills, and Abilities

• Strong written, verbal, interpersonal, and customer-service skills.
• Ability to organize work, manage multiple priorities, meet deadlines, and maintain accuracy in a busy environment.
• Knowledge of or ability to learn bookkeeping, purchasing, records management, and office procedures applicable to the assignment.
• Ability to establish effective working relationships with students, staff, families, community members, vendors, and agencies.
• Ability to maintain confidentiality and exercise sound judgment when handling sensitive student, personnel, financial, or operational information.
• Ability to follow and accurately apply District policies, procedures, state and federal requirements, and administrator/director direction.
• Initiative, adaptability, attention to detail, and willingness to learn new systems, technology, and procedures.
• Ability to work independently and collaboratively and to respond professionally under pressure or during changing circumstances.

CORE RESPONSIBILITIES – ALL SECRETARIES

Depending upon assignment, secretaries may:

• Provide reception, telephone, email, correspondence, and customer-service support.
• Maintain confidential files, records, databases, and electronic systems.
• Enter, verify, retrieve, and report information accurately and within required timelines.
• Prepare correspondence, reports, forms, notices, publications, and other documents.
• Process purchasing, purchase orders, invoices, receipts, timesheets, and other business documents as assigned. Handle deposits and other cash-receipting functions only when assigned to a position with financial/cash-handling responsibilities.
• Maintain calendars, schedule meetings and events, and coordinate communications.
• Communicate effectively with students, families, employees, administrators, vendors, agencies, and the public.
• Maintain confidentiality and comply with applicable District policies and state and federal requirements.
• Learn and effectively use District information systems, software, and technology applicable to the assignment.
• Assist administrators, directors, and other staff with projects and operational needs.
• Prioritize completing responsibilities and respond appropriately to changing or urgent needs.
• Perform other related duties consistent with the Secretary classification.
• Coordinate across District departments and programs to support students, families, and efficient operations, including regular collaboration with Technology, Food Service, Special Programs, Transportation, and other areas as applicable.

ASSIGNMENT-SPECIFIC RESPONSIBILITIES

Operations Secretary

• Serve as the primary office contact for Transportation and Food Service; answer routine calls/questions and route issues requiring supervisory or program decisions. Monitor transportation radios during assigned hours and promptly relay emergencies, delays, route issues, or other concerns.
• Provide administrative support for Transportation, Food Service, Maintenance, and Facilities, including work orders, purchasing, POs, orders, invoices, inventory, vendors/contractors, budgets, grants, records, calendars, inspections, audits, and recurring compliance/reporting deadlines.
• Maintain transportation administrative records for drivers, vehicles, trips, mileage, inspections, and training; assist with trip requests, route changes, delays/cancellations, and family/staff communications.
• Support food service purchasing, inventory, invoices, program records, reporting, audits/administrative reviews, CEP eligibility documentation, and the federal food service procurement process.
• Maintain organized procedures and records supporting coordination among the Director of Operations, department leads, employees, vendors, families, and District staff.

PHYSICAL/MENTAL REQUIREMENTS

• Work effectively in a busy office environment with frequent interruptions and competing priorities.
• Maintain concentration, accuracy, confidentiality, and professional judgment while meeting deadlines.
• Communicate effectively in person, electronically, and by telephone, including during difficult or sensitive interactions.
• Use computers, telephones, and standard office equipment for extended periods.
• Sit, stand, walk, bend, reach, and perform other movements necessary to complete assigned duties.
• Occasionally lift, carry, push, or pull materials weighing up to 20 pounds.
• Depending on assignment, may supervise students, provide health room support, visit District facilities, or work briefly outdoors.
• Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the position.

EVALUATION

Performance will be evaluated annually by the assigned administrator or director in accordance with District evaluation procedures.

GENERAL PROVISIONS

This job description reflects the general duties and responsibilities necessary to describe the principal functions of the position and shall not be interpreted as a detailed or exhaustive description of all work requirements. Duties and responsibilities may be adjusted based on staffing, school/program/department/District needs, and employee skills and strengths. The employee will work closely with the assigned administrator or director to establish priorities and determine specific assignments. The District reserves the right to modify this job description and to assign other job-related duties consistent with the classification, subject to reasonable accommodations.

NONDISCRIMINATION / EQUAL EMPLOYMENT OPPORTUNITY

Concrete School District complies with all federal and state rules and regulations and does not discriminate in the admission, treatment, employment, or access to its programs or activities on the basis of age, sex, marital status, race, color, creed, national origin, the presence of any sensory, mental, or physical disability, the use of a trained guide or service animal by a person with a disability, sexual orientation including gender expression or gender identity, or honorably discharged veteran or military status.

Inquiries regarding compliance and/or grievance procedures may be directed to the District’s designated Title IX, Civil Rights, Section 504/ADA, or other civil rights compliance coordinators. Current coordinator names and contact information are maintained on the Concrete School District website.

open till filled