Rainier Beach High - Assistant Secretary (222/8) - 1.0 FTE

Seattle Public Schools; Seattle (WA); On-site; USD 42,000 - 64,000; Full time

Job summary

Seattle Public Schools seeks a skilled secretary to support a high school under the supervision of an Assistant Principal. You will manage calendars, screen calls, and coordinate athletic paperwork and transportation for events.

The role includes processing fees, maintaining student and staff records, and ensuring compliance with district procedures. Office software proficiency and strong communication are essential to succeed in this role.

Qualifications

• Two years of clerical/secretarial experience with records maintenance and public contact.
• Experience handling calendars, records, and public inquiries.
• Substitution: college or business school may substitute for up to one year of experience.
• Valid driver’s license may be required for district-related duties.

Responsibilities

• Provides secretarial support to an Assistant Principal or administrator; manages calendars and schedules interviews/meetings.
• Receives inquiries from students, parents, staff and the public; acts as receptionist and back‑up for main office functions.
• Processes athletic packets; verifies forms; monitors eligibility and liaises with Athletic Office and coaches.
• Maintains athletic calendars, distributes rosters, and coordinates transportation for events.
• Assists with timekeeping systems (SAP/eSIS) and records; trains and supervises student office staff.

Skills

Office software

Project planning

Record keeping

Data management

Communication

Education

High school diploma or GED

Tools

SAP

eSIS

SubFinder

MS Office

Job description

GENERAL SUMMARY

This position's responsibilities are, under the general direction of an Assistant Principal or designated administrator(s) of a High School, to provide secretarial/clerical support to facilitate building operations and public relations to students, parents, staff, and the public; and to provide clerical services to support the school athletic program.

• Serves as secretary to an Assistant Principal or designated administrator of a High School; maintains appointment calendar; schedules interviews and meetings; may provide secretarial support to meetings and committees; may serve on committees as requested; screens calls and visitors for designated administrator(s) and staff.

• Serves as a point of contact for school building; answers and refers inquiries from students, parents, staff and the public; provides back‑up support for main office functions; serves as receptionist and/or lead secretary as needed; assists the lead secretary in training, supervising and evaluating student office assistants and parent volunteers.

• Receives and processes athletic packets from students; ensures completion of release, insurance, physical examination, parent permission, and emergency forms; collects fees and fines; monitors and reviews students' grade point averages for eligibility; notifies coaches of eligibility status; maintains liaison with District Athletic Office and building coaches; prepares and updates reports required by state and federal regulations; keeps up‑to‑date on WIAA and Metro regulations.

• Serves as support to building coaches; performs varied secretarial/clerical duties; orders and coordinates transportation for athletic events/activities; monitors expenditures from athletic budgets; communicates events calendars and transportation arrangements with coaches from other schools and districts; schedules fields for all sports seasons; maintains and distributes athletic events calendar; notifies students, parents and staff of events and transportation arrangements, maintains and sends out athletic rosters; distributes transportation tokens and/or passes.

• Maintains coaches' personnel files; submits stipend forms; develops and distributes vacancy notices; schedules interviews; sends notification letters to applicants; coordinates vacancies and applicant selection with District Athletic Office.

• Assists parents and coaches with injury reports and insurance claim forms; maintains liaison with insurance company; monitors and reports physical limitations of athletes to coaches; collects and pays insurance fees.

• Inputs and retrieves computer student information data, school and athletic schedules, bulletins; composes, compiles, processes and types a variety of reports, correspondence, memoranda and other documents; coordinates and responds to requests from District departments for distribution and collection of materials from building staff.

• Assists lead secretary with recording students and staff monies, collecting of fines, bookkeeping and student registration support, ensures for the maintenance and repair of office equipment; monitors walkie‑talkie and/or other communication devices and responds to calls for and from security personnel; reports criminal activities as necessary.

• Orients new site personnel regarding appropriate school and district practices (e.g. directions, building procedures, etc.) for the purpose of effectively assimilating new personnel into site operations.

• Issues bus tokens and cards to students.

• May assist in the administration and maintenance of SAP and SubFinder timekeeping systems for the building, i.e., reporting extra time, staff absences, overtime, substitutes, time reporting, etc. May serve as a timekeeper for coaches at some school sites.

OTHER FUNCTIONS

• Within District guidelines, may care for ill and injured students or refer to an administrator; may call appropriate emergency agencies in response to emergency health care situations; may contact parents and/or makes arrangements to transport students as directed; contacts CPS or other appropriate agencies as directed; completes accident and school incident reports.
• Performs related duties consistent with the scope of the position.

REPORTING RELATIONSHIPS

Reports to an Assistant Principal or Administrator of a High School, as assigned.

KNOWLEDGE, SKILLS AND ABILITIES:

Knowledge

• Required to perform basic math, including calculations using fractions, percents, and/or ratios; read a variety of manuals, write documents following prescribed formats, and/or present information to others; and understand complex, multi‑step written and oral instructions.
• Specific knowledge required to satisfactorily perform the functions of the job includes: business office and telephone etiquette; accounting and bookkeeping principles; and concepts of grammar and punctuation.

Skills

• Required to perform multiple, non‑technical tasks with a potential need to upgrade skills in order to meet changing job conditions.
• Specific skills required to satisfactorily perform the functions of the job include: operating standard office equipment including utilizing pertinent software applications; planning and managing projects; and preparing and maintaining accurate records.

Ability

• Required to schedule activities and/or meetings; gather, collate, and/or classify data; and use basic, job‑related equipment.
• Flexibility is required to work with others in a wide variety of circumstances; work with data utilizing defined but different processes; and operate equipment using standardized methods.
• Ability is also required to work with a significant diversity of individuals and/or groups; work with a variety of data; and utilize specific, job‑related equipment.
• In working with others, some problem solving may be required to identify issues and select action plans.
• Problem solving with data requires independent interpretation of guidelines; and problem solving with equipment is limited.
• Specific abilities required to satisfactorily perform the functions of the job include: communicating with diverse groups; maintaining confidentiality; establishing and maintaining effective working relationships; meeting deadlines and schedules; working with frequent interruptions; setting priorities; working as part of a team; making independent decisions; and administering immediate first aid.

RESPONSIBILITY:

Responsibilities include: working under limited supervision following standardized practices and/or methods; providing information and/or advising others; and operating within a defined budget. Utilization of some resources from other work units is often required to perform the job's functions. There is a continual opportunity to have some impact on the Organization's services.

WORKING ENVIRONMENT:

The usual and customary methods of performing the job's functions require the following physical demands: some lifting, carrying, pushing, and/or pulling; and significant fine finger dexterity. Generally the job requires 70% sitting, 10% walking, and 20% standing. The job is performed under a generally hazard free environment.

CONDITIONS

The preceding list of essential functions is not exhaustive and may be supplanted as necessary.

District employees, other than personnel in the District's Employment Services Department (at the John Stanford Center for Educational Excellence), are not authorized to make promises of employment, promises of employment for a particular period of time, or promises of a particular level of compensation or benefits to job applicants for certified or classified positions. Any verbal or written statements to that effect by District employees other than Employment services personnel are null and void.

EDUCATION:

High school diploma or GED equivalent.

YEARS of RELEVANT EXPERIENCE:

Two (2) years of clerical/secretarial experience which has included responsibility for records maintenance and significant public contact, preferably in a school setting.

SUBSTITUTION:

College or business school may substitute for up to one year of the required work experience on a month‑for‑month basis.

REQUIRED TESTING:

None.

CERTIFICATIONS & LICENSES:

Valid State of Washington Driver's License or equivalent mobility.

CONTINUING EDUCATION/TRAINING:

eSIS, SAP

CLEARANCES:

Criminal Justice fingerprint and background check