Administrative Secretary - Elementary at Kelso School District

Benefits: This position is eligible for medical, dental, vision, life, and disability insurance in accordance with the School Employee Benefits Board rules and regulations. Information about benefits offered can be found HERE. Paid time off and other benefits are offered in accordance with the Collective Bargaining Agreement with the Public School Employees of Kelso Chapter #1 found HERE.

School employees | Washington State Health Care Authority

• Work closely with the building administration and staff in the daily administration and operation of the facility
• Work professionally and ethically as a team member and completing tasks assigned by facility administration
• Cordially greet staff, students, and the public in person and on the telephone, ascertain wants and furnish information and assistance with dignity and respect
• Handle confidential matters appropriately and ethically
• Be punctual and have regular/consistent attendance
• Knowledgeable of and follow District, State and Federal policies and guidelines as pertains to their position/facility
• Be self-motivated toward assigned duties and work well under pressure including submitting required reports and meet required deadlines
• Create letters, memorandums, forms and newsletters using graphics and knowledge of appropriate software
• Be willing to participate in in-service offerings and workshops
• Prepare requisitions and purchase orders and assist with ordering office and staff supplies
• Keep accurate records related to the specific job
• Assist in upholding and enforcing school rules, administrative regulations, and board policies
• Take all necessary and reasonable precautions to protect students, equipment, materials, and facilities

• Keep accurate records on substitutes and building personnel absences; process building payroll records in a timely manner and communicate with the payroll office
• Establish and monitor annual budget for building/department under the directions of the immediate supervisor including generating required reports
• Receipt and deposit all building/department monies, keep an accurate accounting, and maintain accurate records including reporting any discrepancies to immediate supervisor
• Coordinate cross-training of building/department staff including self, for the purpose of insuring all tasks are completed in a timely manner and workflow is organized
• Maintain accurate student records including student information, addresses, phone numbers, emergency contacts and families in the student information system
• Keep accurate student enrollment/attendance/withdrawal records and generate required reports (i.e. student count report)
• Meet with parents and students to complete required forms for entrance
• Contact previous schools to obtain records upon entrance, and provide records when students continue to another school
• Work with administration and staff to create and complete a successful Master Schedule process, maintain Course Master File, run appropriate reports as required
• Distribute grading timelines to teachers including providing tech support with Educator Access when problems arise
• File report cards and distribution per timelines

• Demonstrated successful administrative secretarial and/or office management experience preferred
• Ability to uphold board policies and follow administrative procedures
• Must possess respect, awareness and appreciation of diversity among individuals and the ability to set and/or support appropriate expectations for individuals
• Must possess positive and effective human relations skills – including ability to project a friendly and caring attitude towards all patrons of the school district both by proper verbal and written business communication
• Must possess ability to prioritize and apply effective professional judgment
• Demonstrated ability to successfully relate to students of all ages
• Must possess ability to handle confidential matters appropriately and ethically
• Demonstrated ability to work effectively as a team member and analyze situations to define issues, draw conclusions, and determine resolutions and/or action plans
• Must possess ability to be accurate, detail oriented, organized, dependable, tactful, and be responsible including delegating of office tasks, and coordinating workflow of other individuals
• Demonstrated ability to use proper grammar, spelling and punctuation in written and oral communication, plus be proficient in mathematics, and read technical information
• Demonstrated ability to perform general office procedures using standardized methods, basic bookkeeping in compliance with recognized accounting principles, and record keeping duties – including answering phones, filing, and efficiently maintaining accurate records and files
• Demonstrated ability to efficiently operate all other commonly used office equipment - including ability to type 50 wpm and operate a 10 key calculator with accuracy
• Demonstrated ability to utilize relevant computer programs including word processing, spreadsheet, relational database systems, and publishing
• Must possess ability to multi-task with constant interruptions, be self-motivated toward assigned tasks, work independently with limited supervision, work well under pressure, and consistently meet required deadlines
• Must possess ability to accept direction and constructive criticism
• Willingness to successfully upgrade skills in order to meet changing job conditions
• Neat, clean personal appearance and traits that make him/her a good role model for students; work apparel should be appropriate for a safe and professional work environment

• High school diploma and/or equivalent; prior job related experience with increasing levels of responsibility

• Perform all other duties as assigned

• The usual and customary methods of performing the job’s functions require the following physical demands: some lifting, carrying, pushing, and/or pulling; some stooping, kneeling, crouching, and/or pulling; some stooping, kneeling, crouching, and/or crawling; and significant fine  finger dexterity.  Generally the job requires 80% sitting, 10% walking, and 10% standing. 

• Public School Employees of Kelso Chapter #1 (PSE 1)

• School Principal or Designee