Substitute - Office/Clerical

Bethel School District; Spanaway (WA); On-site; USD 40,000 - 50,000; Part time

Job summary

Bethel School District is seeking a dedicated office support professional to provide administrative assistance. Responsibilities include receptionist duties, data entry, budget tracking, and maintaining various records. The position requires strong communication skills and the ability to work well under pressure.

This is an hourly position paying $21.86, aimed at helping the school efficiently manage its resources and ensure compliance with regulations. A minimum of 2 years of secretarial training or equivalent experience is preferred.

Qualifications

• Minimum of 2 years experience in a similar role.
• Advanced training in business or secretarial procedures may substitute for experience.
• Strong customer service experience is required.

Responsibilities

• Provide a variety of office support including receptionist activities.
• Maintain program records and budget tracking.
• Prepare newsletters and handle correspondence.
• Answer phone calls and greet office visitors.

Skills

Customer service

Effective communication

Data entry

Budget management

Office procedures knowledge

Education

2 years of training in secretarial procedures

Tools

Microsoft Office Suite

VAX system

Job description

POSITION HOURS AND DAYS VARY.

PAY FOR POSITION: 2025-26 Salary $21.86/hourly

Description

This position's responsibilities are to provide a variety of office support to an assigned program, including receptionist activities and composing and typing correspondence and reports; record tracking, budget or financial tracking, providing customer service, operating a computer, maintaining knowledge of a variety of program rules and regulations including State reports, producing custom reports, and a variety of other support functions.

REPORTING RELATIONSHIPS

Reports to the Assistant Director of Human Resources; in addition, will report to school principal building administrator(s)/receive guidance from certificated staff while substituting at specific locations.

Essential Functions

• Maintains a variety of program records and research; tracks records for compliance and/or completion; maintains record accuracy; inputs data into computer; produces reports as requested; monitors grant monies. Coordinates and maintains assessment materials, records, schedules, results, and communicates appropriate to assigned program/department.
• Prepares monthly newsletters, routine forms, memoranda and correspondence; proofreads distributes materials.
• Answers the telephone and greets office visitors; provides program information and advice to staff members, parents, and professionals. Uses tact and confidentiality in dealing with sensitive matters. Responds to requests; routes callers to appropriate staff members; takes messages. Keeps communication lines open between teachers, staff, supervisors, parents, and the community. Provides a positive, service-oriented working relationship with all communication.
• Reviews and balances budgets with monthly financial reports including encumbered expenses; monitors receivables for appropriate credit. Makes appropriate coding error changes and postings.
• Maintains inventory and records.
• Operates a computer and a variety of software packages such as word processing, spreadsheet, database, desk top publishing, and mainframe computer applications. Provides a variety of routine and custom reports as requested.
• Maintains current knowledge of program rules, regulations, laws, and procedures; processes a variety of materials for program compliance.
• Tracks a variety of projects and deadlines; coordinates with others to meet program deadlines. Reports monthly enrollment counts for categorical programs.
• Provides a variety of clerical support such as typing correspondence, reports, and memoranda; composes correspondence as appropriate; maintains a calendar and makes travel and conference arrangements; creates and maintains files; takes minutes as meetings; prepares agendas; performs a wide variety of office support.
• May receive, open, date stamp and route incoming mail; may screen mail and take action on appropriate items.
• Models appropriate and cooperative behavior, including protecting confidential information, consistent with district ethical guidelines.

Other Functions

• Provides a variety of backup and peak load assistance as requested.
• May work with auditors and/or program compliance personnel.
• May purchase refreshments for meetings and conferences; may track refreshment expenses.
• May serve on various district committees and/or departmental work teams. Models appropriate and cooperative behavior, including protecting confidential information, consistent with district ethical guidelines.
• Performs related duties consistent with the scope and intent of the position.

MENTAL DEMANDS

Required to adapt to shifting priorities; and to frequently re-channel work effort; requires concentration and attention to detail. May occasionally deal with distraught or difficult individuals.

PHYSICAL DEMANDS

Exposed to visual display terminal for prolonged periods; required to sit for prolonged periods; some positions may require travel to various school sites.

Minimum Qualifications

Education and Experience

Education, training, skills, and experience necessary to carry out the assignment, including two (2) years of training in secretarial procedures, involving maintaining detailed records and customer service.

Allowable Substitutions

Advanced training in business or secretarial procedures may substitute for up to one (1) year of the required experience on a month-for-month basis; and, such other alternatives to the above qualifications that the district may find appropriate and acceptable.

Required Knowledge, Skills And Abilities

Ability to communicate effectively, both orally and in writing. Effective customer service and public relations. Knowledge of office procedures. Knowledge of the VAX system and data interpretation. Knowledge of bookkeeping and accounting procedures. Ability to maintain budget spreadsheets. High-level keyboarding and data entry skills. Skill in operating a variety of office machines. Ability to operate a computer and learn the operation of specific software programs, including database and spreadsheet applications. Skill in correct grammar, spelling and English usage. Ability to perform arithmetic calculations. Ability to compose and format correspondence, reports, graphs, and charts. Ability to set up and maintain accurate files and records. Ability to organize and set priorities for work. Ability to maintain confidentiality. Ability to establish and maintain effective working relationships with a diverse group of people.

Licenses/Special Requirements

Requires fingerprinting and background check to determine that there have been no convictions involving physical molestation, abuse, injury or neglect of a minor. Must complete training in and adhere to district infection control plan. Some positions may require valid Washington state driver's license to travel between school sites and a good driving record. First Aid and CPR Certification is required if working in the health room.

Non-Discrimination Policy

Bethel School District does not discriminate in any programs or activities on the basis of sex, race, ethnicity, color, religion, creed, national origin, sexual orientation, gender identity, gender expression, homelessness, immigration or citizenship status, disability, neurodivergence, the use of a trained dog guide or service animal, age, and honorably discharged veteran or military status 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: Civil Rights Compliance / Gender-Inclusive Schools Coordinator, Debbie Carlman, [e-mail], 253.800.2019; Title IX Coordinator, Mel Boyd, [e-mail], 253.800.2029; and 504 Coordinator, Melissa Munson-Merritt, [e-mail], 253.800.2301. All individuals may be reached at this address: 516 176th Street East, Spanaway, WA 98387. Title IX inquiries may also be directed toward the U.S. Department of Education, Office for Civil Rights (OCR). Information about the nondiscrimination and sex-based discrimination policies and grievance procedures, and how to report a concern or complaint: bethelsd.org.