Secretary to Director For Assessment and Highly Capable Programs

About the role

This position provides office and secretarial support to the Director for Assessment and Highly Capable Programs. Responsibilities include assisting in providing assessment resources to district schools, including managing the various office functions; providing technical support; managing the budget; and providing general secretarial support.

Responsibilities

• Partner with the Director for Assessment and Highly Capable Programs to streamline daily operations and foster a collaborative team environment, utilizing Google Workspace (Docs, Sheets, Forms, Calendar) to manage workflows.
• Manage comprehensive registration, testing, and placement records for the Highly Capable program using the district Student Information System, ensuring accurate and confidential student files.
• Oversee multiple program budget codes utilizing the district financial system to process invoices, reconcile monthly expenditures, and manage extra-hour pay for school staff supporting assessment projects.
• Coordinate state and district assessment platforms by accurately populating systems with student and user data, ensuring meticulous compliance with state and district requirements.
• Collaborate closely with lead teachers and principals to fulfill curriculum, supply, and operational needs for the district Highly Capable programs.
• Act as a welcoming, professional point of contact for the department, delivering exceptional customer service and clear communication to schools, district staff, and families.
• Utilize professional empathy and de-escalation skills to effectively address and resolve parent concerns regarding assessments or program placements.
• Utilize state data systems and local data warehouses to query assessment data.
• Perform other related administrative duties and participate in committee meetings as assigned to ensure the efficient, compliant operation of the office.

Reporting relationships

Reports to the Director for Assessment and Highly Capable Programs.

Mental demands

Must be capable of meeting inflexible, internally imposed deadlines while maintaining accuracy. May occasionally interact with distraught or difficult individuals, requiring the use of professional empathy and de-escalation skills.

Physical demands

Required to sit for prolonged periods and maintain extended exposure to visual display terminals (computer screens).

Minimum qualifications

Education, training, skills, and experience necessary to carry out the assignment, including training in secretarial/office procedures and operation of computer and software, and three (3) years of increasingly responsible secretarial experience that includes customer service. Knowledge of school budgeting preferred.

Required knowledge, skills and abilities

• A minimum of three (3) years of increasingly responsible secretarial or administrative experience that includes robust customer service.
• Exceptional written and oral communication skills, with a proven ability to establish and maintain effective working relationships with parents, staff, and the general public.
• Demonstrated ability to maintain strict confidentiality regarding student records and program placements.
• Strong organizational skills with the ability to set priorities, shift focus during interruptions, work effectively under pressure, and meet inflexible internally imposed deadlines.
• Knowledge of bookkeeping, accounting procedures, and school budget maintenance.

Technical skills

• High-level keyboarding skills and proficiency in operating general office technology.
• Proficiency in Google Workspace (Docs, Sheets, Forms, Calendar) and general spreadsheet applications.
• Demonstrated ability to learn and confidently operate complex software programs, including Student Information Systems, financial systems, and state assessment platforms.
• Ability to utilize data visualization software to create charts and graphs that clearly communicate assessment information to school sites.

Licenses/special requirements

• Requires fingerprinting and background check to determine that there have been no convictions involving physical molestation, abuse, injury or neglect of a minor.
• Must complete training in and adhere to district infection control plan.
• Valid Washington State driver’s license.

Pay

PSE Salary Schedule Level 10 – $30.77 per hour; 8 hours per day at 260 days per year.