Secretary IV @ Columbia Basin Technical Skill Center

TERMS OF EMPLOYMENT

Classified Salary Range

Benefits Available

Secretary IV

CB Tech

8.0 hrs per day/212 workdays

M-F 7:30AM - 4:30PM

Shift time is subject to building needs.

POSITION OVERVIEW

This position provides advanced administrative and program support for Columbia Basin Technical Skills Center (CBTECH), coordinating student enrollment and academic records, career and technical education (CTE) program documentation, state reporting, financial processes, and communication among participating school districts and educational partners. The position requires specialized knowledge of student information systems, CTE program requirements, state approval processes, grant compliance, and interdistrict agreements. The employee independently coordinates complex administrative functions, maintains accurate records to support program operations and regulatory compliance, and serves as a key point of contact for district personnel, counselors, administrators, state agencies, and community college partners.

QUALIFICATIONS

• High school diploma or GED required; additional postsecondary education or training in business administration, office management, accounting, or a related field preferred.
• Minimum of five years of progressively responsible administrative or clerical experience, preferably in an educational setting.
• Demonstrated experience managing complex student records, program documentation, financial records, and compliance-related processes.
• Proficiency with Google Workspace, Microsoft Office, spreadsheets, databases, and student information systems.
• Strong written and verbal communication, organizational, analytical, and problem-solving skills.
• Ability to communicate effectively with administrators, educators, students, families, district personnel, state agencies, and external partners.
• Demonstrated ability to work collaboratively, maintain confidentiality, and multitask efficiently.
• Working knowledge of district systems, including Skyward, InTouch, Red Rover, and applicable state reporting and program approval platforms, or the ability to acquire and apply specialized system knowledge.
• Demonstrated ability to manage competing priorities, exercise sound judgment, maintain confidentiality, and work collaboratively across departments and organizations.
• Understanding of P223 Count duties, including data entry, verification, reconciliation, and preparation of information for monthly state enrollment reporting.
• Knowledge of current and future master scheduling.
• First Aid certification may be required.
• Bilingual preferred.

ESSENTIAL FUNCTIONS

• Student Enrollment, Registration, and Academic Records

Manage enrollment, registration, and withdrawal processes for new, returning, midyear, and summer school students participating in CBTECH programs. Maintain accurate and current student records in Skyward and other applicable district systems, including schedules, attendance, grades, credits, course equivalencies, and program assignments. Coordinate regularly with sending district counselors and appropriate personnel to verify records, resolve discrepancies, and facilitate the timely exchange of student information. Prepare and distribute academic histories, grade reports, attendance information, and other required records at the conclusion of each term, ensuring summer school grade reports are provided to sending districts before the last contracted day of the school year.

• CTE Program Administration, Course Scheduling, and State Compliance

Develop and maintain the course master schedule, class assignments, course codes, credit assignments, and program information for all instructional programs. Coordinate annually with instructors, administrators, sending districts, and educational partners to update course requirements, certifications, frameworks, and credit equivalencies. Prepare, submit, maintain, and renew CTE program frameworks and supporting documentation in accordance with applicable state requirements. Maintain working knowledge of program approval processes, coding systems, reporting procedures, submission requirements, and deadlines. Communicate with the Office of Superintendent of Public Instruction (OSPI), program directors, and other appropriate agencies to clarify requirements, resolve documentation issues, and support ongoing program approval and compliance.

• Postsecondary Credit, Technical Preparation, and Workforce Credentials

Coordinate administrative processes for technical preparation, college credit opportunities, industry-recognized credentials, and work-based learning programs. Maintain current agreements, course alignment documentation, student participation records, credential information, and supporting materials. Collaborate with instructors, counselors, community colleges, sending districts, and workforce partners to ensure accurate student identification, credit documentation, course alignment, and required reporting.

• Grant Administration, Budget Monitoring, and Financial Management

Provide administrative support for CTE grants, including Perkins and other designated grant programs. Assist with grant applications, expenditure tracking, required reporting, and compliance documentation. Monitor and maintain accurate records for assigned program and operational budgets, which may total up to $1,000,000, including CTE and Barrier funds. Track expenditures, verify payments, maintain supporting documentation, and coordinate purchasing and payment processes in accordance with district procedures. Prepare and process purchase orders, invoices, receipts, and related financial documents. Assist with budget monitoring, financial reporting, and the responsible use of restricted and designated funds.

• Fees, Revenue, Student Transactions, and Financial Reconciliation

Coordinate the administrative processing of interdistrict maintenance fees, program fees, donations, student sales, and other designated revenues. Generate invoices, enter payments into the InTouch system as needed, process deposits, and maintain accurate records of receipts, payments, and outstanding balances. Reconcile transaction information and maintain supporting documentation to ensure accurate financial records and compliance with district procedures.

• Purchasing, Inventory, and Building Resource Management

Coordinate purchasing and inventory processes for instructional programs and building operations. Monitor purchase orders, expenditures, supplies, equipment, student sales items, and program materials to ensure items are properly stocked, labeled, and tracked in the InTouch system or other applicable district systems. Maintain accurate records of building keys, emergency supplies, safety equipment, and other assigned inventory. Communicate with staff and vendors to resolve routine purchasing, inventory, and payment issues and support effective resource management.

• Interdistrict, Agency, and Community Partner Coordination

Serve as a primary administrative contact for participating school districts, counselors, superintendents, community colleges, OSPI, and other educational and workforce partners. Coordinate the exchange of student records, course information, calendars, program requirements, agreements, and other operational information. Maintain interdistrict agreements, consortium records, required signatures, and related documentation. Communicate regularly with partner organizations to support consistent enrollment practices, accurate academic records, program coordination, and the delivery of shared educational services.

• Student Services, Health, Safety, and Confidential Records

Maintain and coordinate student health care records, required safety documentation, and other information necessary for program participation. Distribute individualized education program (IEP) documents to authorized personnel as needed, including providing coverage for the Special Education paraprofessional''s related administrative responsibilities during absences. Coordinate with appropriate district personnel regarding student health concerns, support needs, and safety requirements while maintaining confidentiality and following established procedures. Document and report building emergency drills and maintain records of required safety training and related activities. Maintain current documentation of instructional staff credentials, including first aid and CPR certifications, and monitor renewal dates and required submissions.

• Records Management, Reporting, and Audit Preparation

Develop and maintain accurate, organized electronic and paper records related to student enrollment and participation, academic progress, CTE program approvals, frameworks, staff qualifications, safety training, health documentation, grants, budgets, financial transactions, inventory, agreements, and other operational requirements. Monitor records for completeness and accuracy, track renewal dates and submission deadlines, and prepare documentation for audits, program reviews, compliance requests, and financial reporting. Ensure student, employee, health, and financial information is handled confidentially and made available only to authorized individuals in accordance with district procedures.

• Communication, Website, Registration Materials, and Public Information

Provide timely, professional communication and distribute accurate information to students, families, staff, sending districts, and community partners. Assist with maintaining the school website and updating registration information, program brochures, forms, schedules, and other program materials. Prepare correspondence, reports, academic records, registration materials, notices, and other administrative communications. Coordinate the collection and distribution of information needed for enrollment, course planning, student services, program operations, and district reporting. Maintain current program information and ensure materials are accurate, accessible, and distributed within established timelines.

• Meeting, Advisory Board, Consortium, and Event Coordination

Coordinate administrative and logistical arrangements for advisory boards, counselor meetings, consortium meetings, administrative council meetings, interdistrict gatherings, and other program-related meetings and events. Prepare and distribute invitations, notices, agendas, meeting materials, minutes, agreements, and follow-up documentation. Track attendance, decisions, signatures, and action items as appropriate. Coordinate logistics with internal departments and external partners, including arrangements with the Culinary department for meals when needed. Assist with student award ceremonies, graduation materials, student recognition activities, and other program-specific events.

• General Administrative Support, Customer Service, and Office Operations

Provide administrative support to the director and staff through correspondence, data entry, record maintenance, report preparation, reception coverage, and coordination of daily office activities. Deliver courteous, responsive, and professional customer service to visitors, students, families, staff, and community partners. Greet visitors, answer questions, direct inquiries, and assist individuals in accessing appropriate information and services. Provide backup support for the attendance secretary by assisting with daily attendance tracking, entering absences into Red Rover, and coordinating substitute teacher coverage as needed. Provide front desk and student assistance coverage when other secretarial staff are unavailable. Independently organize assigned responsibilities, establish priorities, manage competing deadlines, maintain dependable attendance and punctuality, and support continuity of school operations.

• Other Duties as Assigned

Perform other related duties as assigned by the supervisor that are consistent with the position''s scope and responsibilities.

TESTING REQUIREMENTS

• First aid card may be required for specific positions
• Ability to successfully complete the typing assessment with a score in the upper Moderately Effective to Highly Effective range. Current in-district employees with five (5) or more years of experience in the Moses Lake School District may have the typing test waived at the discretion of the principal/director.
• The hiring manager may choose to administer a position-specific assessment to help inform the selection process.

WORKING CONDITIONS AND EXPECTATIONS

• Ability to manage multiple deadlines and coordinate complex administrative processes with minimal supervision.
• Ability to exercise independent judgment within established district policies, procedures, and supervisory direction.
• Ability to maintain the accuracy, confidentiality, and integrity of student, employee, financial, and program records.
• Ability to communicate effectively with individuals and organizations across multiple districts and educational agencies.
• Ability to adapt to changing program requirements, reporting timelines, enrollment needs, and operational priorities.

NOTICE OF NONDISCRIMINATION

The Moses Lake School District #161 does not discriminate in any programs or activities on the basis of sex, race, creed, religion, color, national origin, age, honorably discharged 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 Boys Scouts and other designated youth groups. Inquiries regarding compliance and/or grievance procedures may be directed to the school district's Title IX, Affirmative Action, and Equal Opportunity officer, Michelle Musso, 1620 S Pioneer Way, Moses Lake, WA 98837, (509) 766-2650, mmusso@mlsd161.org; OR Section 504/ADA Coordinator, Samantha Burgess, 1620 S Pioneer Way, Moses Lake, WA 98837, (509) 766- 2670, sburgess@mlsd161.org