2026-27 Office Professional IV - Elementary - Olympic View Elementary

Employment Begins: 2026-27 School Year

8 Hours/Day, 5 Days/Week, 226 Days/Year

• Note that all applicants will be required to take an assessment,

if you haven't taken one in the last year. The assessment will be sent to

The email you apply with. Please check your email and junk folder regularly.

OFFICE PROFESSIONAL 4 - SENIOR ADMINSTRATIVE ASSISTANT

STANDARD POSITION DESCRIPTION

ELEMENTARY FISCAL

Building Senior Administrative Assistants: Elementary Fiscal

Classification: OP IV - Senior Administrative Assistant Location: Assigned Building

Reports to: Building Administrator(s) FLSA Status: Non-Exempt

Bargaining Unit: NTAOTE

This is a standard position description to be used for positions with similar duties, responsibilities, classification, and compensation. Employees assigned to the position description may or may not perform all the essential functions indicated in this position description.

This position description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change.

Part I: Position Summary:

These positions provide clerical and office management support for a major division or subdivision of the school district. Incumbent serves as the senior administrative/clerical staff member responsible for supporting the office administrator and, as appropriate, providing administrative leadership to the office staff.

These positions will assist the department administrator(s) in the management of various areas including but not limited to: maintaining record systems, planning, organizing, and participating in the administrative, clerical, and data management operations related to their assigned responsibilities. Manages, maintains, and monitors various records in areas of responsibility i.e. employee information, office information, various budgets, accounting records, payroll records, invoices, etc. Responsibilities also include maintaining a close liaison with schools, district employees, vendors, and other educational facilities.

The District represents a thriving, diverse community. Approximately 50% of our students embody distinctive and unique backgrounds. We seek an individual with the ability to successfully work with all families in our community. The selected candidate must demonstrate a commitment to strengthening community engagement and communication with the District's diverse populations.

Part II: Supervision and Controls over the Work:

Works under the general supervision of the department administrator or building principal. Work is controlled and/or guided by state statute and state administrative code, professional practice, school and district policies and procedures, collective bargaining agreement, and directions and expectations established by the administrator(s). Employee is expected to administer and process the general operations and activities of their assigned department, making decisions with limited need for assistance from the administrator except in unusual or difficult matters or in situations for which there is no district precedent. Employee is responsible for communicating with and coordinating the efforts of other team members towards a common objective and shared success.

Part III: Major Duties and Responsibilities (depending on specific assignment, duties and responsibilities listed may include, but are not limited to the following):

• Clerical and Technical Provides clerical and technical support to the building principal or other administrative staff. Creates and processes correspondence, forms, memoranda, schedules, reports, and distributes materials. At the discretion of the administrator/principal, may type and distribute staff bulletins and newsletters; may schedule staff meetings and record and transcribe meeting minutes. Makes travel arrangements and prepares and submits all required paperwork. Maintains confidential records, evaluations, emergency procedures and information. May have regular authorization to sign designated forms for the administrator(s)/principal(s). As requested, or assigned, initiates and/or prepares or provides guidance in the preparation and distributes personnel documents and actions, and personnel related documents, on behalf of the administrator/principal. Follows through to assure the personnel and related transactions are processed and to maintain awareness of and inform administrator/principal of status of the action. May maintain webpage news, announcements, and calendar.
• Office Management. Greets patrons entering the office and provides direction, guidance, and direct assistance on routine matters and personal areas of responsibility. Answers and screens telephone calls, responds to inquiries; or redirects calls based on knowledge of the office and the district. Receives, routes, distributes, and as appropriate redirects mail to staff. Assist staff in the use of office equipment and in appropriate office and administrative procedures. Identifies repair or maintenance needs for office equipment, calls vendor to schedule service, tracks and follows through. Maintains key and fob inventory initiating workorders in School Dude listing assignments. May enter work orders for maintenance issues in emergency situations.

Maintains building Principal or Administrative staff's Outlook calendar including events, recurring actions, deadlines, and report dates reminding staff of activities and dates as necessary. Maintains appointment calendar to include scheduling and conflict resolution; schedules meetings, staff observations and evaluations. May schedule interviews, check references; make travel and conference arrangements. Establishes and/or implements office processes and procedures and, as appropriate, provides direction to office staff and makes arrangements for coverage during absences, breaks, lunch, and other situations. May train and supervise office support staff.

Tracks, prepares, and submits overload and sacrificed planning documentation. Maintains Red Rover Absence Management ensuring coverage for staff absences, may arrange for substitutes, reconciles, and submits daily reports, ensuring budget codes are included and documentation is provided. Assures substitutes are aware of expectations, procedures, and assists and supports as necessary. Audits Skyward staff absences weekly and follows up with employees as needed to ensure absences are entered. Provides Payroll Technician with the monthly report.

• Support of Office Work and Productivity. Prepares, develops, and maintains documents, data and information in direct support of the function and responsibilities of the office. Includes supporting materials, reports, records, background information, files, and records of subject matter material. Work requires self-initiative in planning, organizing, and coordinating one''s own work with the work of others in the immediate organization in order to successfully accomplish job duties. Employee is required to have a comprehensive understanding of the organization and function of the immediate organization and the interrelationship of roles and responsibilities.
• Records and Files. Establishes, maintains, distributes and archives office records consistent with state and district policies and procedures. Retrieves records when necessary. Coordinates with the Human Resource Office and prepares records in response to public and other appropriate records request. Maintains on-line data and records as required. Takes the initiative to implement and/or develop and maintain necessary forms to respond to the needs of the office.
• Office Budget and Administration. Sets up and maintains office budget and expenditures, and related records such as purchasing, travel, and credit card use. Maintains office supply inventory, prepares requisitions, processes orders for staff, allocates expenditures in Skyward for General Fund, ASB and PPT. Manages office equipment for purchase order payment. Collects, assembles, and maintains documentation on office production and workload data as required. May act as Intouch Site Manager for processing fees, fines, deposits, and training staff. Maintain understanding of cash handling, ASB law, policies, and procedures. Oversee all financial aspects of the ASB program. Facilitate all aspects of fundraisers and serve as resource to advisors and coaches for fundraising.
• Conducts Research and Prepares Reports and Background Information. At the request of the administrator/principal, gathers background information and material, conducts preliminary record, hard copy, or on-line research to gather data and information required by the office administrator. Prepares the data in usable form to include assembled documents, spread sheets, data bases, summary documents, etc.
• Direct support to Principals.
• Payroll - Sub and staff leave management, using Red Rover and Skyward; submits Sacrificed Planning, and Overload rosters. Maintain Activity rosters.
• Maintains Facility Usage; approves and schedules events in Events Manager.
• Enters field trips in Transact, processes prior trips and invoices.
• Enters work orders for all key, fob related issues and maintains staff key and fob inventory.
• Required to follow Board policies and stay abreast of updates and changes.
• Performs other duties as assigned by administrator and/or designee.

Part IV: Minimum Qualifications

• Incumbents must have successful experience in working with culturally diverse families and communities or have otherwise demonstrated a commitment to strengthening engagement of a diverse community and skill in communicating with a diverse population.
• Graduation from high school or equivalent.
• Three (3) years of previous related experience/and or training to master the work assignment in similar or related work that provided a broad knowledge of the work area. Progressively responsible office experience involving independence of action and decision-making responsibilities. For positions involving fiscal and/or bookkeeping responsibilities, the experience must include accounting and bookkeeping procedures. Related education above the high school level may be substituted for experience at the District's discretion.
• Must possess advanced secretarial, administrative, and clerical skills including typing and filing, and must possess knowledge of basic office equipment and technology, and skill in the use of office software for documents, spread sheets, presentations, and, as appropriate, data bases.
• Must possess general clerical and technical skills including excellent grammar and proofing skills, and the ability to maintain accurate and reliable records and data.
• Ability to work effectively in an environment with frequent interruptions requiring the ability to concentrate and consistently produce accurate work while responding to interruptions and changing priorities.
• Ability to interact with students, parents, staff, and community members, personally, telephonically, and through electronic communications, in a warm and confident manner.
• Ability to remain calm and focused and to assist employees who may be emotional, distraught, or frustrated.
• Ability to follow written and verbal direction, maintain a high level of confidentiality, and take the initiative when necessary. Ability to effectively communicate on complex issues with a high level of effectiveness. Initiative and ability to work with minimal direction; sound judgment and decision-making capabilities are essential.
• Ability to organize work and set priorities for accomplishing work in a timely and effective manner.
• Ability to work collaboratively and effectively with other staff, employees, and supervisors.
• Skill in the use of office and computer equipment and use of standard office software.
• Successful demonstration of organizational knowledge to include a comprehensive understanding of the organization and function of the immediate organization and the interrelationship of roles and responsibilities.

Part V: Desired Qualifications:

• Successful experience in accounting, public school setting, public employment.
• Knowledgeable of an extensive body of rules, procedures, or operations for the performance of interrelated or non-standard operations for which problems are frequently encountered.
• Bilingual skills
• Proficiency in Excel and Skyward Qmlativ

Part VI: Physical and Environmental Requirements of the Position:

The physical demands and work environment described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is frequently required to bend, reach, perform repetitive motions, sit, stand, move about, hear and speak. Employee is required to perform extensive work at a computer display terminal.

The employee must occasionally lift and/or move 25 to 50 pounds.

Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.

Insurance Benefits

Employees who are anticipated to work 630 hours during the school year (September 1 through August 31) are eligible for medical, dental, vision, long term disability and basic life insurance benefits.

North Thurston Public Schools benefits are administered by the Washington State Healthcare Authority under the School Employees Benefits Board (SEBB). Click on the link https://www.hca.wa.gov/employee-retiree-benefits/school-employees for information on available benefit options.

Retirement and Deferred Compensation

Eligible employees are required to be a member of the Washington State Department of Retirement Systems Plan. For eligibility information, check on the link to the Department of Retirement Systems'' web site.

Employees also have the ability to participate in tax deferred 403(b) and 457 Deferred Compensation Plans (DCP). These are supplemental retirement savings programs that allows you control over the amount of pre-tax salary dollars you defer as well as the flexibility to choose between multiple investment options.

Clink on the link https://www.drs.wa.gov/plan/dcp/ for information on 457 plan (DCP) with the Department of Retirement Systems.

To enroll in an eligible 403(b) plan, employees must consult with their own financial planner that is an approved vendor.

THIS IS A UNION POSITION

Equal Opportunity Employer

North Thurston School District does not discriminate in any programs or activities on the basis of sex, race, creed, religion, color, national origin, age, veteran or military status, sexual orientation, gender expression or identity, disability, 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: Civil Rights Coordinator and Title IX Officer: executivedirectorHR@nthurston.k12.wa.us, 360-412-4453; Section 504 Coordinator at 360-412-4465, 504@nthurston.k12.wa.us Address for both: 305 College St. NE. Lacey, WA 98516.

IMPORTANT INFORMATION:

Effective June 11, 1992, pursuant to Public Law 92544, all new employees must complete a satisfactory fingerprint check with Washington State Patrol, FBI, and other background check as required by law. All employment is considered temporary until receipt of satisfactory check. Proof that the fingerprinting process has begun must be supplied to Human Resources prior to the first day of employment.