[Hiring] Building Secretary @West Valley School District #363

Role Description

Under the direct supervision of the building Principal or designee, the Building Secretary provides administrative support to the site administrator in conveying information regarding school functions and procedures; and supporting the broad array of services provided to students, families, and staff.

Qualifications

• Computer experience, specifically working with the Google Suite.
• Experience working with the Skyward student management system.
• Experience working in a school office setting.

Requirements

• High school diploma or equivalent.
• Two years of secretarial, clerical, or business work experience preferred.
• First aid and CPR card within 90 days of hire.
• Successful Washington State Patrol and Federal Bureau of Investigation Fingerprint Clearance.
• I-9 Employment Eligibility in compliance with the Immigration Reform and Control Act.
• Completion of all district-required training within thirty (30) calendar days from the hire date.

Knowledge, Skills, and Abilities

• Technical aptitude and experience with Google Suite, Microsoft Office Suite, and data management systems.
• Possess excellent skills in written and verbal communication.
• Demonstrated record-keeping skills, working accurately with figures and using good organizational systems.
• Ability to work with minimum supervision in a busy office with many interruptions.
• Ability to use sound judgment in working with parents, students, staff, and community members, including remaining calm during emergency situations.
• Demonstrated ability to maintain professionalism and confidentiality.
• Knowledge of Family Educational Rights and Privacy Act (FERPA) laws.

Essential Functions

• Assist with the everyday operation of the office and cross train with Head Secretary.
• Answer telephone, refer calls, take messages and answer inquiries.
• Greet and assist students, staff, parents, and visitors in the office.
• Monitor single point entry security doors.
• Process daily attendance, verify excused and unexcused attendance, generate attendance reports, and send letters to parents of students with excessive absenteeism.
• Phone parents on a daily basis regarding student absences.
• Calculate and report the daily lunch count to Nutrition Services.
• Receive, input, receipt, and prepare deposits daily for all monetary collections at the site.
• Create student bus tags and make transportation changes as needed.
• Open, review, and route mail as needed.
• Prepare and produce written materials/reports.
• Create data files/run reports using school software systems.
• Maintain applicable staff and student records, including orderly storage of records for auditing purposes.
• Follow WA State record retention laws and properly destroy records according to.
• Maintain strict confidentiality and adhere to FERPA laws.
• Distribute district forms for staff and students as needed.
• Assist in the maintenance of staff and student records.
• Assist with substitutes’ paperwork and substitute log as needed.
• Administer first aid, monitor students in the health room, and dispense medication as per district policy and procedure.
• Assist with nursing tasks as delegated and trained by the school nurse, if applicable.
• Process volunteer applications and communicate volunteer clearance as needed.
• Professionally interact with colleagues, members of the public, and students.
• Comply with all District policies and all applicable laws.
• Dependable with regular attendance and punctual arrival at work.
• Perform other related duties as requested by the Supervisor.

Working Conditions

The Building Secretary works primarily in a busy school office environment with frequent interruptions and ongoing interaction with students, staff, parents, and community members. The position requires the ability to manage multiple tasks simultaneously, maintain confidentiality, and respond calmly and professionally to emergencies, student health needs, and security-related situations. Work is primarily performed indoors and may involve extended periods of sitting, standing, walking, and computer use.

Immediate Supervisor

Building Principal

Terms of Employment

Salary and work year are determined by the negotiated agreement and the needs of the District. Verification of identity and United States work authorization must be completed before employment commences. The successful candidate for this position must complete a fingerprinted background check with the Washington State Patrol and the Federal Bureau of Investigation. Employment is contingent upon clearance of the background check.

Benefits

• Healthcare Benefits - Employees who meet the eligibility criteria outlined in Chapter 182-31 WAC have access to medical, dental, vision, supplemental life, and supplemental disability insurance through the School Employee Benefit Board (SEBB).
• Retirement - All regular, non-substitute employees are enrolled in a state retirement plan through the Washington State Department of Retirement Systems (DRS).
• Sick Leave - All regular, non-substitute employees receive 12 sick leave days (prorated based on FTE) and paid time off. Substitute employees receive sick leave per RCW 49.46.210.
• Paid Time Off - All regular, non-substitute employees receive paid time off, including annual and/or vacation leave. Paid time off varies by position and work year. Refer to the applicable Collective Bargaining Agreement or salary schedule for details.
• Other Benefits - Classified employees receive 10-13 paid holidays (depending on position & work year). Refer to the applicable Collective Bargaining Agreement or salary schedule for details.
• Employees may be eligible for VEBA including monthly accrual and/or sick leave conversion. Benefits are position specific. Refer to the applicable Collective Bargaining Agreement or salary schedule for details.