Administrative Assistant III, Job 26-0701 PKC

Mukilteo School District•Everett, WA

About The Position

The Administrative Assistant III coordinates the operation of the school office, providing clerical and bookkeeping services for the principal and support services for staff, students, parents, and community members. At Pathfinder Kindergarten Center, the role serves as office manager and coordinates the work of office assistants. It manages budgets and funds, schedules substitutes and employee leaves, maintains building and administrative calendars, coordinates curriculum inventory and orders and volunteer background checks, and drafts and distributes newsletters and communications. The position manages building keys and keycards and electronic door schedules; supports the principal with safety drills and incidents; serves as the school webmaster; and oversees electronic and technology resources, including ParentSquare, video surveillance, card readers, and bell schedules. The position also provides secretarial services, maintains records and databases, supports student registration and records, handles funds and purchasing, coordinates personnel and facilities schedules, and helps maintain an organized and efficient school office. The role may provide first aid and track or dispense authorized student medication as required. This is an 8-hour-per-day, 203-day-per-year position with benefits at Pathfinder Kindergarten Center. The anticipated start date is November 2, 2026, and the stated hours are 7:45 a.m. to 4:15 p.m.

Requirements

High school diploma or equivalent.
Five years of applicable office or clerical experience, including office management, preferably in a public school setting; vocational or technical clerical training may substitute for work experience.
Accurate word processing at 60 words per minute.
Effective written and verbal communication skills, including the ability to follow and give instructions.
Ability to exercise discretion and maintain trust and confidentiality.
Ability to develop professional and positive relationships.
Strong organization, efficiency, accuracy, and attention to detail.
Basic math skills and ability to write routine documents using correct spelling, grammar, and punctuation.
Ability to operate office equipment, which may include a telephone, computer, typewriter, calculator, copier, and media equipment.
Knowledge of and ability to use software programs related to job responsibilities.
Ability to handle multiple tasks simultaneously with frequent interruptions.
Ability to maintain a consistent presence at the assigned worksite and regularly work assigned hours.

Nice To Haves

College degree and/or additional training beyond high school.
Knowledge of and ability to use the Zangle Student management system.
Scheduling skills.
Previous school district experience.

Responsibilities

Coordinate the operation of the school office and the work of office assistants.
Provide secretarial services, including composing letters, scheduling appointments and conferences, analyzing information, maintaining databases, preparing district reports, and sorting and distributing mail.
Enter, copy, collate, sort, and file documents, including using List Serve and the school webpage.
Maintain professional interactions with students, staff, parents, and the public; greet visitors, answer phones, assist with needs, and respond to inquiries.
Organize office records and filing systems, prioritize work, and maintain records in accordance with district policy and state guidelines.
Assist with front desk coverage to maintain continuity of office services.
Maintain student files and records, including registration, enrollment, attendance, placement, and supervision of student records.
Monitor general and ASB funds; prepare bank deposits, receive and reconcile funds, and maintain budget records and account codes under the principal's direction.
Reconcile budget balances and prepare related reports monthly.
Process requisitions and purchase orders; monitor procurement card purchases; track and reconcile the imprest fund; manage supply orders, distribution, and inventory.
Maintain and rotate inventories regularly, including curriculum inventory and orders.
Schedule regular building personnel and substitute employees for events and activities; coordinate substitute employees daily and maintain employee absence records.
Collect employee timesheets, verify documentation and account codes, and submit timesheets to payroll regularly.
Coordinate parent and community volunteers, including volunteer background checks.
Assist with scheduling school facility use by community members and organizations.
Draft and distribute school newsletters and communications to families and staff.
Manage building keys, keycards, and electronic door schedules.
Support the principal with safety drills, incidents, daily building needs, maintenance, and emergency drills.
Serve as the school webmaster and oversee electronic and technology resources, including ParentSquare, video surveillance, card readers, and bell schedules.
Provide first aid to injured or ill students as appropriate and track or dispense authorized student medication as required.
Comply with district policies and perform other duties assigned by the principal to maintain an organized and efficient environment.