Ocosta - District Executive Administrative Assistant

Ocosta School District • Westport, WA

22h • Onsite

About The Position

The Ocosta School District is seeking a District Executive Administrative Assistant for the 2026/27 school year. This is a full-time, twelve-month confidential position serving as the primary point of contact for the administrative office. The Executive Administrative Assistant provides administrative support to the Superintendent and Board of Directors and works closely with district staff, families, and the public to facilitate effective and professional communication and operations.

Requirements

• College degree or equivalent work experience.
• Washington State driver’s license.
• Successful completion of Washington State Patrol background clearance and fingerprint check.
• Familiarity with records management guidelines.

Responsibilities

• Clerk of the Board – Prepares School Board meeting agendas, resolutions, and minutes and maintains official records of Board actions. Prepares the annual Board meeting schedule and coordinates required meeting notices and advertisements. Attends regular and special Board meetings, workshops, and bond and levy committee meetings. Coordinates travel and conference arrangements for Board members. Serves as the district’s point of contact for Public Disclosure Commission (PDC) and Washington State School Directors’ Association (WSSDA) records and updates.
• Board Policies – Responsible for the update of district policies, review by Board and publication.
• Reports/Applications – Completes the following applications/reports online or as required: Enrollment Reports (P223 monthly enrollment report and K-3 Class Size report), NSLP food program, snack, summer foods, and CACF Dinner program applications, Choice Transfers E-Certification, Home Based Report, Open Doors Youth Reengagement Reporting, CEDARS Reporting, Direct Certification (Food Service), Time and Effort Reporting, Vehicle Request Transfers (Transportation).
• Human Resources – Acts as main contact for applicants. Creates, disseminates, and monitors internal job postings. Advertises external postings. Assembles sub and new employee files.
• Background/Fingerprints – Responsible for all background checks using the WATCH system for volunteers/subs, and full fingerprint submittals to OSPI for permanent staff.
• ParaPro Assessment – Administers the ETS para-assessment online test to new para educators who don’t meet the college credit requirement.
• Accounts Payable – Preparing monthly invoices for payment and completing and submitting the annual 1099 reporting to the IRS.
• Ocosta Foundation – Helps prepare membership solicitation mailings. Updates membership lists. Helps prepare deposits from solicitations and copies and distributes monthly bank statements for appropriate directors. Helps prepare scholarship award letters for graduation ceremony.
• Choice/Home School/GED Applications – Processes forms and maintains annual file of student applications.
• Receptionist/Office Manager – Greets and responds to all visitors requesting information or appointments. Responsible for the orderly operation of the office.
• Publications & Website/Social Media Maintenance – Assists with preparing, maintaining, and updating the District Staff Handbook, Job Postings (Internal & Red Rover), District’s Website & Social Media Accounts.
• School Calendar – Prepares school calendars per the OEA negotiated contract, and a public calendar for families.
• Facilities Use – Processes application forms for use of school facilities after 3:15 p.m., checks for schedule conflicts, and keeps current a shared calendar of events for athletics, facilities, and district conference room. Monitors non-school current certificates of insurance.
• Administrative and Personnel Files – Responsible for the management of personnel, administrative, and correspondence files. Must be familiar with records management guidelines.
• Public Records Requests – Assist the Public Records Request Officer with responding to requests and ensuring compliance with applicable requirements.
• Acts as lead for the building secretaries/student record coordinators – Holds monthly meetings to disseminate information pertinent to building staff, state/federal reporting requirements/deadlines, etc.
• Key File – Maintains a master key file for each building and issues keys to employees as required to perform their duties as an employee of the district and at the direction of building administrators.
• Other duties as assigned by the Superintendent.

Benefits

• Medical/Dental/Vision/Supplemental benefits available through the Washington State Healthcare Authority (HCA) School Employees Benefits Board (SEBB)
• Retirement Savings Plans (DRS)
• Vacation, Personal, & Sick Leave

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: Associate degree