Transition-to-Kindergarten Secretary

Colville School District 115•Aster School, WA

2d•Onsite

About The Position

Colville School District is hiring an 8-hour-per-day secretary at Aster School for a 207-day employment position. The role provides administrative support to school principals and the administrative team, coordinates daily building operations, and helps maintain an efficient, professional, and welcoming office for students, staff, parents, and the community. The secretary serves as the building receptionist, responds to telephone and in-person inquiries, ensures timely follow-up to contacts, and supports positive public relations for the school and district. The position includes secretarial, attendance, substitute coordination, payroll, timekeeping, purchasing, scheduling, facilities, and event-support duties. The secretary assists with student supervision and basic first aid, supports building staff and visitors, maintains confidentiality, and performs other duties as assigned. Employment is contingent on Washington State Patrol and FBI clearance. The selected candidate will initially be hired on a temporary basis, subject to favorable state and national fingerprint background reporting.

Requirements

At least two years of post-high-school education or a minimum of five years of successful secretarial work experience.
Training in receptionist and secretarial procedures, including working knowledge of spelling, grammar, and keyboarding at 50 WPM.
Knowledge and experience using computers and software; ability to learn Skyward student information systems and willingness to upgrade skills as technology advances.
Current first aid card or ability to acquire first aid training.
Positive and effective telephone skills.
Strong written and oral communication skills, including knowledge of correct grammar, spelling, and English usage.
Ability to operate a variety of office machines and equipment.
Attention to detail and ability to follow through on tasks, maintain confidentiality, multitask, prioritize workload, take direction, and meet deadlines.
Ability to establish and maintain effective working relationships with students, parents, staff, co-workers, and the public, and interact with children and adults in a caring, confident, positive, and professional manner.
Outgoing, friendly personality that promotes positive public relations.
Ability to work flexibly and as a self-starter, and to practice professional ethics.
Employment is contingent upon clearance by the Washington State Patrol and the Federal Bureau of Investigation.
Ability to meet the stated physical demands, including occasionally exerting up to 50 pounds of force and occasionally lifting or moving up to 50 pounds unaided; heavier items may be handled with assistance or a lift assist.
Ability to work under pressure with frequent interruptions, varying noise levels, inflexible deadlines, and occasional interactions with distraught or angry parents and students.

Nice To Haves

Knowledge of building facility systems such as heating, fire alarms, clocks, electrical systems, lights, and sound systems to provide backup in emergencies.

Responsibilities

Manage and coordinate school operations to ensure matters are handled efficiently.
Provide administrative and secretarial support to principals and the school administrative team, including preparing correspondence, reports, forms, programs, and other documents; taking meeting minutes as needed; and checking documents for completeness and accuracy.
Serve as the building receptionist, greet and assist visitors, answer and screen calls, route calls, record and relay messages, and sort and distribute building mail.
Provide support to students and supervise students who come into the office; provide basic first aid to ill or injured students and contact parents or arrange transportation home as needed.
Coordinate substitute-teacher coverage, including coverage for unscheduled absences, and complete related payroll information.
Distribute and collect classified staff timesheets and reconcile leave records in the software system against timesheets.
Input daily student attendance, generate attendance letters, run reports, and perform related attendance duties.
Work with the principal to develop the master class schedule, room assignments, and course offerings.
Coordinate school opening and closing activities, including preparing handbooks, schedules, and staff instructions.
Communicate administrators’ directives and decisions, and research information to support administrative decision-making.
Communicate with custodial and maintenance staff about issues and priorities and process maintenance work requests.
Complete building supply requisitions and purchase orders and assist with bookkeeping or accounting records for building budgets.
Assist with planning and logistics for in-school events.
Maintain a friendly, professional, and collaborative office environment and demonstrate sensitivity when responding to concerns or complaints.
Maintain confidentiality and perform other duties as assigned.