asb bookkeeper-high school - ohsd.net

ASB BOOKKEEPER-HIGH SCHOOL Qualifications: Education and Experience: High school graduation or equivalent with four years of accounting and/or bookkeeping experience. Allowable Substitution: Alternative combinations of advanced training will be evaluated by the personnel office for comparability. Knowledge, Skills, and Abilities:

• Knowledge of general accounting practices • Knowledge of commonly used computer applications, including Microsoft Office, Skyward/Citrix, and others • Knowledge of district and state ASB bookkeeping procedures and laws • Keyboarding skill at 50 wpm and ten-key number entry by touch • Math calculation skill • Skill in maintaining an organized office space • Skill in operating a variety of office equipment and software related to position • Effective oral and written communication skills • Customer service skills: ability to work politely and effectively with parents, students, and district staff • Ability to attend to detail and to set up and maintain organized and accurate electronic and paper records • Ability to attend training to learn new skills and knowledge necessary for the job • Ability to maintain confidentiality • Ability to follow district policies and procedures • Demonstrated ability to collaborate with staff and provide excellent customer service

Licenses/Special Requirements: Must be bondable. Personnel Relationships: Reports to principal. Working Conditions: School environment with frequent interactions with teenagers, parents, and school staff; experiences frequent interruptions; requires visual concentration to detail, dexterity, and precision. Transporting of large sums of money to bank requires security awareness. General Functions: This position accounts for Associated Student Body (ASB) and district funds. The position receives and deposits money, processes purchase orders, reconciles bank statements, and handles related accounting transactions. The position provides assistance and bookkeeping to students and staff. Specific Duties and Responsibilities:

1. Receives, tracks and receipts money that comes to the school for ASB, Athletics, and school fines and fees. Makes daily bank deposits.

2. Receives, reviews for accuracy and compliance with ASB requirements, and inputs purchase order requests; when required, the bookkeeper processes the purchase request.

3. Maintains checking account; reconciles account with bank statements; submits documentation for reimbursement. Reconciles activity printouts received from district's central accounting department. Contacts individuals regarding insufficient fund checks to request reimbursement.

4. Maintains ASB accounting records; posts receipts and expenditures to proper account; prepares a variety of

reports. Maintains computer database records. 5. Receives and responds to telephone inquiries concerning ASB account matters. Responds to written requests for

ASB information.

6. Communicates with vendors concerning purchase orders; receives merchandise and verifies orders against

purchase order specifications; processes invoices for payment. 7. Produces budget reports for ASB clubs and athletics, including ASB card issuance, as needed; assists with

development of annual ASB budget; prepares and submits the final annual ASB budget to school and district administration

8. Prepares change boxes and maintains records of tickets issued for athletic events and other student activities;

reconciles funds raised from events, and sales. 9. Ensures that accounting procedures established by the district are followed by working with the ASB advisor,

club advisors, business office staff, and building and district administration; maintains financial records according to required retention schedules. Meets with auditors to provide information and explanations; provides procedural advice to students and advisors concerning financial transactions.

10. Assists students, parents, or visitors at the office's counter; makes change for students. Assists in answering the

telephone as needed. 11. Responsible for assisting with making team meal money provisions. 12. Works with Activities Advisor Pay budget. 13. Training advisors and students in money handling and ASB procedures. 14. Works collaboratively to organize and prepare Senior check-out process. 15. Liaison for student fee management and online fee management. 16. Maintains minutes and Club activity records. 17. Performs related duties as assigned.

Oak Harbor School District Revised: 11.8.16

ATHLETIC DIRECTOR'S SECRETARY Qualifications: Education and Experience: High school graduation or equivalent with training in secretarial procedures and two years of secretarial experience. School district experience desirable; familiarity with athletic programs preferred. Allowable Substitution: Advanced technical training in secretarial procedures may substitute on a month-for-month basis for up to one year of the required experience. Knowledge, Skills, and Abilities:

• Knowledge and skill in secretarial practices and procedures • Knowledge of correct grammar, spelling, and English usage • Proficient keyboarding skill - greater than 50 WPM • Skill in operating general office machines • Effective oral and written communication skills - telephone skills/manners • Ability to use general office technology and software programs • Ability to set up and maintain an accurate filing system • Ability to attend to detail and follow tasks through to completion • Ability to organize and set priorities • Ability to work effectively under pressure • Ability to work independently with minimal supervision • Ability to maintain confidentiality • Ability to establish and maintain effective working relationships with students, parents, staff and the general

public • Ability to assume responsibility and manage office in the absence of the Athletic Director • Ability to multitask • Ability to follow district policies and procedures • Demonstrated ability to collaborate with staff and provide excellent customer service

Licenses/Special Requirements: None Personnel Relationship: Reports to the Athletic Director Working Conditions: Office environment; experiences constant interruptions; requires visual concentration on detail, dexterity, and precision. Required to sit for prolonged periods at computer terminal. Occasionally required to deal with angry/anxious parents, students and public in general. Responsible for monitoring the payment of large sums of money (activity fee, ASB insurance fees and individual sport budgets). General Functions: This position provides secretarial support to the Athletic Director and acts as the athletic office receptionist. Responsibilities include typing letters, schedules, and memoranda; duplicating and distributing athletic department information; processing student eligibility forms and related documents; and maintaining athletic department's files. This position acts as a liaison with the public on athletic event information--accuracy of details is extremely important. Specific Duties and Responsibilities:

1. Formats and types letters, memoranda, forms, and reports from handwritten drafts. Duplicates and distributes information and memoranda to district administrators, coaches, teachers, and students, as well as Athletic Directors and coaches outside the district.

2. Compiles and types information for discipline generated from confidential hearings resulting from athletic code violations. Distribute to those involved in hearing.

3. Assembles information for, designs, and types athletic event programs. Assembles and updates sports information

for bulletin and electronic reader board.

4. Collects, records, and forwards insurance policy forms to insurance company from students involved in athletic

programs. Responsible for processing of claim forms. 5. Monitors payment of activity fees and ASB fees collected from students who are selected as team members,

notifies student and coach of fines due, processes fine list and inputs athletic fines. 6. Compiles and processes required forms for students involved in athletics; verifies accuracy of information

submitted; checks requirements for eligibility; verifies that each student has a current physical examination record; verifies that students involved in athletic programs are passing all classes. Enters athletes in WSIPC and Access Data program systems, compiles reports to maintain athlete’s eligibility, notifies coaches, staff and students of possible ineligibility. Maintains an accurate and updated file of student physicals for team doctor/nurse.

7. Inputs and verifies all athletic transportation. Verifies that transportation is arranged for away contests and those

students have been excused from classes for away contests. 8. Assembles and maintains a notebook on directions to game destinations and makes directions available at various

locations at school, to booster club, and by telephone when called upon. 9. Compiles, distributes and collects preseason and postseason paperwork for coaches. 10. Compiles information for and types league schedules; reviews league schedules to obtain information for district

schedules; enters schedule information online into league program. Distribute scheduling information to transportation staff, district personnel, sporting event officials, and the news media. Distributes schedule change information to all affected parties. May be required to schedule non-league contests.

11. Types team rosters; emails rosters to opposing schools and the news media. 12. Types updated game schedule for district bulletin and distributes copy of such to administrators for game

supervision. 13. Responsible for verifying accuracy of scheduled games by cross-checking schedules with schedules received from

opposing schools. 14. Arranges for officials for home contests. Verifies that officials are assigned to each game and that appropriate

people are hired to help with game setup, clock runner, timers, etc. Assists with paperwork in order that each is paid.

15. May be responsible for cancelling game contests due to weather and rescheduling at a later time. Cancelling and

rescheduling involves contact with opposing school, coaches, students being released and transportation. 16. Responsible for assisting with making team meal money provisions and lodging reservations for state

competitions. Inputs accurate team information online as required by WIAA for postseason play. 17. Performs a variety of clerical duties such as hand lettering awards for senior team members; typing team award

documents, and orders special individual award plaques, certificates and chenille letters. 18. Confers with coaches on equipment to be ordered and budget limits. Receives requests for and prepares purchase

orders for athletic staff, maintains detailed purchasing records for athletic equipment and office supplies; ensures that all equipment is received before invoice is authorized for payment. Maintains accurate files and works with Athletic Director on Athletic Budgets.

19. Answers the telephone; provides information or routes caller to appropriate staff member; takes messages. Greets

and assists athletic office visitors. 20. Assembles information for display cases; designs and letters posters and signs. Prepares information for game and

tournament events; designs and types game/tournament programs.

21. Oversees work of student assistant; maintains attendance records; evaluates performance for a grade. 22. Screens and prioritizes Athletic Director’s mail, sorts and reroutes mail as needed. 23. Responds to student needs; provides basic first aid and medical care as needed. Places call for school nurse and/or

emergency medical assistance; contacts parents and arranges for transportation home as needed. 24. Acts as liaison and promotes positive public relations between Athletic Director and a variety of others, such as

game officials, photographers, equipment salesmen, and parents; schedules appointments for Athletic Director. 25. Responsible for making independent decisions in the absence of the Athletic Director. 26. Responsible for maintaining and processing Facilities Use Applications for all athletic areas and confirms that

necessary, staff have been scheduled for each event. Assists with paperwork in order that each is paid. Assists Athletic Director with other school facilities use applications when needed.

27. Responsible for coordinating athletic event staff, and for proper accounting of athletic gate cash boxes, and

deposits for ASB Bookkeeper. Assists with paperwork in order that each is paid. 28. Responsible for processing Work Orders for school and assists Athletic Director with OHHS Surplus. 29. Arranges sub coverage for coaching staff when they must leave early for a contest, processes payroll authorization

forms and keeps accurate records. 30. Acts as liaison between and Athletic Department and Booster Club for various athletic events, and request from

coaches and students. 31. Assists with coaching standard requirements such as abstracts, CPR/First Aid certification, coach’s clinics and

travel requests for overnight trips. Issues keys to athletic staff and manages key inventory. 32. Assists with emergency and evacuation plans. 33. Works with Athletic Department spirit wear sales. 34. Performs related duties as assigned.


BUSINESS DIRECTOR’S SECRETARY Qualifications: Education and Experience: High school graduation or equivalent and four years of increasingly responsible secretarial experience, including records maintenance and bookkeeping. School district experience preferred. Allowable Substitution: Alternative combinations of training and experience may be evaluated by Human Resources for comparability. Knowledge, Skills, and Abilities:

• Knowledge of general secretarial procedures • Knowledge of correct grammar, spelling, and English usage • Knowledge of general bookkeeping procedures • Experience in using general office technology and software programs, including Word & Excel • Skill in written and oral communication • Ability to make accurate arithmetic calculations and computations • Experience in setting up and maintaining an accurate filing system • Experience in attending to detail • Experience in setting up and maintaining organized and accurate electronic and paper records • Experience in organizing and setting priorities • Experience in working independently with minimal supervision • Experience in maintaining confidentiality • Experience in establishing and maintaining effective working relationships with parents, staff, and general public • Experience in managing multiple projects simultaneously • Experience in working effectively under pressure and meeting inflexible deadlines • Experience in prioritizing work for several different persons • Ability to follow district policies and procedures • Demonstrated ability to collaborate with staff and provide excellent customer service

Licenses/Special Requirements: None. Personnel Relationships: Reports to Business Director. Working Conditions: Office environment; experiences constant interruptions; requires visual concentration on details, dexterity, and precision. General Functions: This position provides secretarial support to the Business Director and Assistant Business Director. Responsibilities include typing correspondence and reports, maintaining financial and statistical records, scheduling appointments, keeping the Business Director’s calendar up-to-date, screening phone calls, and performing a variety of other secretarial duties. Specific Duties and Responsibilities:

1. Provides secretarial support to the Business Director and Assistant Business Director.

2. Maintains appointment calendar, schedules meetings, and screens email and phone calls for Business Director. 3. Sorts and routes mail and also screens and prioritizes Business Director’s mail. 4. Formats and types correspondence, forms, memoranda, and reports from handwritten drafts or dictation;

duplicates and distributes materials. May record and transcribe meeting minutes. 5. Maintains records and files for Business Director and Assistant Business Director. 6. Compiles and enters data for the S-275 and personnel budgeting.

7. Compiles data and prepares reports and lists for the Business Director. 8. Balances and reconciles transportation for field trips. 9. Provides clerical support for mailings, including HR/Benefits, Food Service, and unclaimed property. 10. Coordinates and arranges training for student users as needed. 11. Attends monthly student users forum at NWRDC and disseminates information to appropriate audiences. 12. Provides AD HOC assistance on CEDARS to Directors/Principals. 13. Provides data mining reports for special projects from Skyward, Query, or other data sources. 14. Provides support or creates custom reports from Skyward, Query, or other data sources. 15. Maintains and cleans up data in Skyward. 16. Provides general administrative assistance to others as directed. 17. Serves as receptionist when coverage is not available. Greets visitors to the central office, provides information

and directs visitors to appropriate areas. 18. Performs related duties as assigned.


INTERMEDIATE/MIDDLE SCHOOL BOOKKEEPER Qualifications: Education and Experience: High school graduation required. Associates degree or equivalent with training in bookkeeping and three years of clerical experience including one year of experience in bookkeeping. Allowable Substitution: Alternative substitution of advanced training and experience will be evaluated by the personnel office for comparability. Knowledge, Skills, and Abilities:

• Knowledge of general bookkeeping procedures • Ability to maintain accounting ledgers • Knowledge of general secretarial procedures • Skill in operating a ten-key calculator by touch • Skill in operating general office machines • Effective oral and written communication skills • Ability to learn district and state ASB bookkeeping procedures • Ability to operate a computer with proficiency in programs such as Microsoft Word, Excel, Skyward, and others • Ability to set up and maintain an accurate filing system • Ability to attend to detail • Ability to maintain confidentiality • Ability to follow district policies and procedures • Demonstrated ability to collaborate with staff and provide excellent customer service

Licenses/Special Requirements: None. Personnel Relationships: Reports to principal/assistant principal; works with Business Office staff. Working Conditions: Office environment; requires visual concentration to detail, precision, and dexterity. Experiences frequent interruptions. Handling money requires security awareness. General Functions: This position accounts for Associated Student Body (ASB) and district funds. The position receives and deposits money, processes purchase orders, and handles related accounting transactions. Responsibilities also include performing a variety of secretarial and clerical duties to support school office operation. Specific Duties and Responsibilities:

1. Maintains school ASB and district building budget Excel spreadsheets by posting receipts and expenditures to proper accounts. Monitors budgets during the year by comparing Excel spreadsheets to Skyward budget printouts. Prepares and sends correction requests to Business Office. Updates principal on an on-going basis.

2. Collects money for all school activities. Enters transactions into cash receipting software. At end of day, counts

money and verifies amount collected against software report. Prepares and takes deposit to bank daily. E-mails reports and bank deposit slip copy to Business Office.

3. Enters purchase order requisitions into Skyward software. Receives supplies and verifies items against purchase

order. Distributes supplies to various departments. Remits approval for payment to the Business Office. 4. Monitors and submits procurement credit card charges to the Business Office. 5. Coordinates bookkeeping activities for fundraising events. Prepares change boxes as needed. Analyze fundraiser

profit by preparing fundraiser reconciliations. 6. Acts as custodian for office petty cash fund.

7. Works with administrator to prepare and submit annual school ASB and building budgets to Business Office for

approval. 8. Ensures that accounting procedures as established by the district are followed. Provides procedural advice to

students, teachers, and advisors concerning financial transaction procedures. Maintains financial records according to required retention schedule. Meets with auditors to provide information and explanations.

9. Communicates with staff, vendors, and Business Office concerning purchase orders. Troubleshoots and resolves

issues. 10. Coordinates entry and removal of student fines. Validates file information during annual review. Depending upon individual school assignment, position performs all or a combination of several of the following duties: 11. Provides secretarial support to administrators and teachers; types correspondence, forms and reports. 12. Answers the telephone and greets office visitors; provides information or routes caller to appropriate staff

member; takes messages. 13. Assists with student registration; provides forms and directs students to counselors or administrators. 14. Admits students who were absent or are tardy; issues bus passes. Maintains a variety of student information such

as addresses, telephone numbers, and emergency contact information. 15. Assists in providing basic first aid medical care to ill or injured students; gives medication to specific students;

responsible for maintaining medical log and following district nursing procedures; contacts parents as necessary. 16. Prepares payroll authorizations as needed. 17. Requests busing for sports trips. 18. Maintains athletic eligibility lists. 19. Performs related duties as assigned.


CAREER AND TECHNICAL EDUCATION DIRECTOR’S SECRETARY Qualifications: Education and Experience: High school graduation or equivalent and three years of increasingly responsible secretarial experience, including records maintenance and bookkeeping. School district experience desired. Allowable Substitution: Alternative combinations of training and experience may be evaluated by the personnel office for comparability. Knowledge, Skills, and Abilities:

• Knowledge of general secretarial procedures • Knowledge of general bookkeeping practices and procedures • Effective oral and written communication skills and telephone manner • Knowledge of district and state ASB bookkeeping procedures and laws • Ability to attend training to learn new skills and knowledge necessary for the job • Keyboarding skill at 50 wpm and ten-key number entry by touch • Math calculation skill • Knowledge of correct grammar, spelling, and English usage • Ability to use general office equipment and software programs, including Excel, Skyward, and Infofinder • Ability to set up and maintain an organized and accurate electronic and paper records • Ability to attend to detail and follow tasks through to completion • Ability to organize, set priorities, and meet deadlines • Ability to manage program accounts and overall CTE budget • Ability to manage multiple projects simultaneously • Ability to work effectively under pressure with occasional noise from adjoining classrooms • Ability to work independently with minimal supervision • Ability to maintain confidentiality • Ability to establish and maintain effective working relationships with students, staff, and the general public • Ability to represent the district in a positive manner to the public and/or students • Ability to follow district policies and procedures • Demonstrated ability to collaborate with staff and provide excellent customer service

Licenses/Special Requirements: None Personnel Relationships: Reports to Career and Technical Education Director Working Conditions: Office environment; experiences frequent interruptions; requires visual concentration on detail, dexterity, and precision. Prolonged exposure to visual display computer terminal. Must be able to lift a minimum of 30 pounds. General Functions: This position provides secretarial support to the Career and Technical Education Director and CTE staff and functions as the CTE department receptionist and bookkeeper. Responsibilities include typing correspondence and reports; assisting with the preparation of State-required enrollment reports and vocational reports; utilizing the student record system for CIP course vocational information and student vocational history; completing CTE student and program data reports; updating, duplicating, and distributing CTE Department and community committee information; maintaining financial and statistical records for multiple CTE budgets; processing and tracking purchase orders; and performing a variety of other secretarial and bookkeeping duties as needed. Specific Duties and Responsibilities:

1. Provides secretarial support to the Career and Technical Education Director, whose duties include the Oak Harbor Public Schools Career and Technical Education Department, Oak Harbor High School Career Counseling and Alternative Learning programs, Oak Harbor Educational Foundation Board, OHEF K-12 Applied Learning Grant committee, and various other community, school, and district committees. Maintains Director’s appointment calendar, screens and prioritizes mail, schedules meetings, compiles data and prepares reports as needed.

2. Maintains budgets and monitors changing FTE-driven funding. Balances internal budget records with district office reports, and investigates expenditures to resolve any discrepancies. Prepares payroll authorizations as necessary.

3. Maintains accounting ledgers for multiple CTE program budgets and reimbursable budgets, Director’s

professional growth budget, designated ASB and District budgets, and Carl Perkins and other grant budgets; tracks expenditures and provides budget balances as needed. Prepares and processes all purchase orders for CTE staff. Communicates with vendors concerning purchase orders; verifies orders against purchase order specifications; and processes invoices for payment.

4. Ensures that accounting procedures established by the District are followed by working with the ASB

bookkeeper, club advisor, business office staff, and building and district administration; maintains financial records according to required retention schedules. Meets with auditors as needed to provide information and explanations; provides procedural advice to students and advisors concerning financial transactions.

5. Inputs transportation requests for field trips. Makes travel arrangements for staff and students to attend

conferences, competitions, and other events as needed. 6. Tracks vocational course enrollment data utilizing student management system, and assists in compiling State and

Federal funding enrollment reports. Tracks student CTE completer status, industry certification, and tech prep completer status; completes data entry of such in said system; and verifies accurate reporting of data in annual reports from OSPI.

7. Maintains accurate records and files for equipment, staff, courses, and committees, including but not limited to

CIP and Tech Prep information for CTE classes in master schedule, course frameworks, Dual College Credit (tech prep) agreements, etc.; staff records of CTE certification and CPR/first aid certification; detailed program inventories; and community committee member lists and records.

8. Receives and verifies time cards for Wildcat TV student intern. Tracks personal/annual leave days for staff. 9. Designs, duplicates, and distributes correspondence, forms, reports, brochures, agendas, minutes, and schedules

for the Career and Technical Education Department and community committees. Prepare CTE bulletin boards as indicated by Director.

10. Requisitions and verifies receipt of supplies; maintains general supplies in storage area; receives requests for and

distributes supplies to staff members as needed. 11. Troubleshoots problems with CTE office equipment and call for service as necessary. Submits work orders and

help desk tickets for CTE staff as needed. 12. Promotes positive public relations with parents, students, and community members. Takes all necessary and

reasonable precautions to protect students, equipment, materials, and facilities. 13. Upholds board policies and follows administrative procedures, enforcing school rules, administrative regulations,

and board policy. 14. Performs related duties as assigned.


High School Cashier Secretary Level 4 Qualifications: Education and Experience: High school graduation or equivalent with training in secretarial procedures, accounting and/or booking experience. School district experience desirable. Allowable Substitution: Alternative combinations of advanced training will be evaluated by the personnel office for comparability. Knowledge, Skills, and Abilities:

• Knowledge of general accounting practices • Knowledge of commonly used computer applications, including Microsoft Office, Google Applications,

Skyward/WESPaC, and others • Knowledge of district and state ASB bookkeeping procedures and laws • Keyboarding skill at 50 wpm and ten-key number entry by touch • Math calculation skills • Ability to attend to detail and to set up and maintain organized and accurate electronic and paper records and

filing system • Ability to use general office technology and software programs • Ability to attend to detail and follow tasks through to completions • Ability to organize and set priorities • Effective oral and written communication skills • Customer service skills: ability to work politely and effectively with parents, students, and district staff • Ability to maintain confidentiality • Ability to work independently with minimal supervision • Ability to attend training to learn new skills and knowledge necessary for the job • Ability to follow district policies and procedures • Demonstrated ability to collaborate with staff and provide excellent customer service

Licenses/Special Requirements: Must be bondable. Personnel Relationships: Reports to Principal or designee and Assistant Business Director. Working Conditions: School environment with frequent interactions with teeenagers, parents, and school staff; experiences frequent interruptions; requires visual concentration to detail, dexterity, and precision. Transporting of large sums of money to bank requires security awareness. Responsible for monitoring the payment of large sums of money. General Functions: This position accounts for Associated Student Body (ASB), General, and Private Purpose Trust (Invest Ed) Funds. The position receives and deposits money, processes purchase orders, reconciles the imprest bank statement, and handles related accounting transactions. The position provides assistance and bookkeeping to students, staff, the ASB bookkeeper, and the Athletic Director Secretary. Additionally, this position works with school staff and the public for facilities rentals and facilities work orders. Specific Duties and Responsibilities:

1. Receipts money that comes to the school, including ASB revenue, athletic fees, food service payments and other school fines and fees. Counts money received and performs a daily closeout process in third party software (E~Funds). Completes a Daily Closeout Report and sends this to Business Services. Makes daily bank deposits.

2. Receives purchase order requests from students and staff for the ASB Fund and the Private Purpose Trust Fund

(Invest Ed). Enters purchase orders into Skyward software. Verifies items are received; works with vendors as needed, Obtains student and staff approval signatures. Submits paperwork to Business Services for payment processing.

3. Works collaboratively with the Assistant Business Director to assign new bill codes in Student Fee Management.

Identifies problem areas in E~Funds, the third party software for cash receipting.

4. Manages the imprest checking account. Writes checks for meal money advances and other payments that are needed immediately. Maintains a check disbursement journal and prepares a monthly bank reconciliation.

5. Accepts school parking permits and fees. Tracks parking lot assignments for the different areas. 6. Coordinates Student Fee Management fine entry and removal with various staff. Checks entries and maintains

student fine logs. 7. Reconciles the Invest Ed account collaboratively with the assigned school counselor by checking Skyward

reports. 8. Assists Athletic Director with the management of rental agreements and school facilities. Processes Facilities Use

Applications for all high school areas and confirms that necessary staff have been scheduled for each event. Assists with paperwork in order that each is paid. Maintains master high school rental schedule.

9. Processes Work Orders for school. Assists Athletic Director with OHHS Surplus. 10. Works with Athletic Department spirit wear sales. 11. Works collaboratively to organize and prepare Senior check-out process. 12. Answers the telephone; provides information or routes caller to appropriate staff member; takes messages. Greets

and assists visitors to the Cashiers office. 13. Performs related duties as assigned.


CONSTRUCTION SECRETARY Qualifications: Education and Experience: High school graduate and AA degree or equivalent with training in secretarial procedures and four years of increasingly responsible secretarial experience including a minimum of 4 four years experience using word processing and spreadsheet programs. Federal or state programs or construction project management secretarial experience preferred. Allowable Substitution: Advanced technical training in related secretarial and administrative procedures may be substituted (at district’s discretion) for the required experience. Knowledge, Skills, and Abilities:

• Thorough knowledge of general secretarial practices and procedures • Knowledge of correct grammar, spelling, and English usage • Keyboarding skill at 60 WPM • Skill in operating general office machines • Effective written and oral communication skills • Experience operating word processing, database, and spreadsheet programs; preferably MS Office Suite • Experience learning various software programs and designing custom reports • Experience administering an electronic filing system • Experience transcribing machine dictation • Experience organizing and setting priorities • Experience working independently with minimal supervision • Experience establishing and maintaining effective working relationships with, staff, construction employees, and

the general public • Experience in effective customer service skills via telephone, email, and in person • Experience attending to detail and following tasks through to completion • Experience monitoring budgets and creating detailed reports • Accurate computational skills (make accurate arithmetic calculations) • Understanding of educational administration, rules, regulations, and ethics • Ability to work effectively under pressure and meet inflexible deadlines • Ability to make effective decisions • Ability to generate district purchase orders and maintain files on purchases • Ability to administer capital project billing records and requirements for OSPI state match • Ability to follow district policies and procedures • Demonstrated ability to collaborate with staff and provide excellent customer service

Licenses/Special Requirements: Valid driver’s license. Personnel Relationships: Reports to the Construction Manager and assigned Construction Project Manager. Working Conditions: Field office environment requires concentration on detail, accuracy, dexterity, and precision; experiences frequent interruptions; ability to operate in conditions necessitated by work on a construction site. Prolonged exposure to visual display terminal daily. General Functions: This position serves as confidential secretary to the District Construction Manager and Contract Construction Manager. Under general supervision the construction secretary provides confidential secretarial duties for the manager and support staff including preparing correspondence, maintaining records and reports, document control, maintaining files, capital projects purchasing, public relations; receiving telephone calls and visitors, maintaining the manager’s calendar and scheduling of appointments as assigned. Specific Duties and Responsibilities:

1. Performs administrative and other delegated duties for the Construction Manager and staff.

2. Maintains a highly responsive relationship to the administrative needs and requests of the Construction Manager and staff. Maintains construction site office operations confidentiality.

3. Processes all incoming and outgoing office mail. 4. Operates office machines including typewriters, computers, printers, adding machine, and copy machine. 5. Prepares charts and graphs using desktop publishing software to graphically display information. Prepares master

documents for brochures and other official publications. Prepares and distributes various correspondence including routine project correspondence, design and building documents, semi-monthly school board memos, reports, resolutions, meeting minutes, state OSPI reports, local agency correspondence, district purchase orders, and construction advertisements. Composes materials, including professional consultant services contracts. Proofreads routine correspondence.

6. Develops, implements, and maintains confidential filing system for construction field office using electronic filing

system. 7. Maintains effective public relations with construction field office visitors including board members,

administrators, district staff, architects, consultants, contractors, and the general public. 8. Manages the construction field office including responding to telephone, e-mail, and in-person inquiries. 9. Maintains a schedule of appointments and makes appropriate arrangements for conferences and meetings. 10. Works with project personnel on arrangements for, and purchasing of, furnishings, equipment, and supplies. 11. Assists in development and maintenance of project and construction management guidelines. Maintains directory

of project forms and manages quality control of construction field office documentation. 12. Assists with setup and coordination among contractor procured construction field offices. Coordinates Utility

hookups to ensure appropriate field office operations as needed. Coordinates with field office administrative staff. 13. Sets priorities among assignments and is responsible for providing appropriate backup material required for

meetings and commitments. Monitors action-due correspondence and reports. 14. Delivers and picks up materials in personal vehicle, if assigned. 15. Assists in developing and monitoring construction field site office project finances including processing

requisitions and invoice approvals. 16. Provides general administrative assistance to others as directed. 17. Performs related duties as assigned.


PRINCIPAL'S SECRETARY-ELEMENTARY Qualifications: Education and Experience: High school graduation or equivalent and four years of increasingly responsible office experience, including records maintenance and bookkeeping. Basic computer training and knowledge. Experience in dealing with children and the public. Allowable Substitution: Alternative combinations of training and experience may be evaluated by the personnel office for comparability. Knowledge, Skills, and Abilities:

• Knowledge of general secretarial procedures • Knowledge of correct grammar, spelling, and English usage • Knowledge of general bookkeeping procedures, ability to maintain accounting ledgers • Ability to use general office technology and software programs • Keyboarding skill at 50 WPM • Skill in operating general office machines • Effective oral communication skills • Ability to interact with school-aged children in a warm, confident manner • Ability to screen and treat minor student illnesses or injuries • Ability to accurately perform arithmetic calculations • Ability to set up and maintain an accurate filing system • Ability to attend to detail and follow tasks through to completion • Ability to organize and set priorities • Ability to work effectively under pressure and be flexible • Ability to work independently with minimal supervision • Ability to maintain confidentiality • Ability to establish and maintain effective working relationships with students, parents, staff, and the general

public • Ability to follow district policies and procedures • Demonstrated ability to collaborate with staff and provide excellent customer service

Licenses/Special Requirements: None Personnel Relationships: Reports to Building Principal Working Conditions: Office environment, confined to work area and must secure substitute to cover office as necessary. Experiences constant interruptions, required to deal with distraught or angry parents and/or students, required to care for ill or injured students, exposed to infectious diseases carried by children. General Functions: This position manages the operation of an elementary school office. Responsibilities include greeting parents and students, serving as secretary to the principal, and operating the computer for word processing and student systems including student attendance. The position promotes positive public relations for the school and the district and provides various support services for students, parents, staff, and the public. Specific Duties and Responsibilities:

1. Manages the operation of the central school office. Serves as building receptionist; answers and responds to telephone and in-person inquiries from students, parents, and the public. Answers the telephone and screens calls for the principal. Receives and distributes mail.

2. Makes non-instructional decisions as needed during principal's absence. Provides procedural expertise to

administrators concerning school office procedures. Promotes effective public relations with parents and the general public.

3. Maintains building budget in conjunction with principal. Prepares and tracks purchase orders. 4. Provides secretarial support to principal; maintains appointment calendar and schedules meetings. Compiles data

for enrollment and other reports and lists. Formats and types correspondence, forms, memoranda, and reports from handwritten drafts or dictation; duplicates materials. Types and distributes staff bulletin and school newsletters. May record and transcribe meeting minutes.

5. Processes building P223 report. 6. Coordinates work of other staff assigned to the office, can assign work and review it, monitors office work load.

Coordinates activities of parent volunteers, provides training, assigns and reviews work. Maintains current listings of volunteers.

7. Maintains central office computer records, enters data, and prints results. Registers incoming students and

processes enrollment materials, completes data entry on computer, coordinates services and information with sending/receiving schools and district offices, completes procedures for students withdrawing from the school.

8. Maintains student attendance records, alerts principal of students with attendance problems, contacts parents

concerning questionable absences of students. 9. Provides basic first aid medical care to ill or injured students, calls parents and makes arrangements for

transportation home as necessary, contacts school nurse. Communicates with parents concerning readmission. Dispenses medication as authorized. Checks and maintains immunization records, follows up with parents as necessary. Completes accident reports.

10. Maintains records and files for staff and student information, maintains staff absence records and prepares payroll

cards. Arranges for assignment and release of substitute personnel in coordination with the district's substitute office.

11. Collects money for a variety of student activities. Collects, deposits, and accounts for ASB and district funds,

forwards reports to district office. 12. Schedules building use, distributes and maintains records of building keys. Troubleshoots problems with office

equipment and calls for service as necessary. Inputs work orders for custodial personnel. Communicates with transportation department staff concerning transportation arrangements for students.

13. Requisitions, receives, accounts for, and distributes school supplies, textbooks, and materials. Takes periodic

inventory. 14. Coordinates a variety of programs as requested, such as voter registration, school pictures, school insurance,

fundraising events, and other activities. 15. Supervises students who come into the office, monitors student behavior. Assists parents in filling out forms.

Provides clerical assistance to teachers, itinerant staff, and parent organization as time permits. 16. Processes federal survey cards for school funding by receiving information, classifying cards, and checking

completion and proper categorization and codes, alphabetizes cards and prepares final reports. 17. Performs related duties as assigned.


PRINCIPAL'S SECRETARY - MIDDLE SCHOOL Qualifications: Education and Experience: High school graduation or equivalent and four years of increasingly responsible secretarial experience including records maintenance. Experience in dealing with adolescents and the public. School district experience preferred. Allowable Substitution: Alternative combinations of advanced training and experience may be evaluated by the personnel office for comparability. Knowledge, Skills, and Abilities:

• Knowledge of general secretarial procedures • Knowledge of correct grammar, spelling, and English usage • Keyboarding skill at 60 wpm • Shorthand or speed writing skills desirable • Skill in operating general office machines • Skill in written and oral communication • Ability to interact with adolescents in a warm, confident manner • Ability to use general office technology and software programs • Ability to set up and maintain an accurate filing system • Ability to attend to detail and follow tasks through to completion • Ability to organize and set priorities • Ability to work effectively under pressure and be flexible • Ability to work independently with minimal supervision • Ability to maintain confidentiality • Ability to establish and maintain effective working relationships with students, parents, staff, and the general public • Ability to follow district policies and procedures • Demonstrated ability to collaborate with staff and provide excellent customer service

Licenses/Special Requirements: None Personnel Relationships: Reports to Building Administrator(s). Provides lead direction to office clerical staff as assigned. Working Conditions: Office environment; experiences constant interruptions; required to deal with distraught or angry parents and students; required to care for ill or injured students. Requires visual concentration to detail, dexterity, and precision. General Functions: This position provides secretarial support to middle school principal(s). Responsibilities include typing correspondence, greeting and assisting parents and students, and providing various office support services for students, parents, staff, and the public. May maintain building facilities calendar. The Principal’s Secretary promotes positive public relations for the school and the district. Specific Duties and Responsibilities:

1. Provides secretarial support to school's principal. Maintains appointment calendars and schedules meetings. Compiles data and prepares reports and lists. Formats and types correspondence, forms, memorandum, staff and student handbooks, and reports including confidential teacher evaluations. Duplicates and distributes materials. May record and transcribe minutes.

2. Enters information in student data system. 3. Greets parents, students, and visitors entering the office; provides information or routes visitor to appropriate staff

member. Answers the telephone and responds to inquiries; screens calls to the principal. Receives, sorts, and distributes school mail. Maintains records and files for staff and student information. Prepares and submits payroll information to District's central accounting office.

4. Utilizes Absence and Substitute Management for staff absences in coordination with District Substitute Specialist

and runs reports, etc. May compile, type, and distribute daily attendance listings to substitute teachers. Prepares daily staff attendance forms and weekly attendance reports. Finds substitutes/teachers to fill in on preps when necessary. Prepares payroll authorizations as needed. Greets and provides information to substitutes.

5. Coordinates a variety of programs as requested such as school pictures, school insurance, and other activities. 6. Requisitions, receives, verifies, and distributes school supplies, textbooks, and materials. Takes periodic inventory. 7. Coordinates distribution and submission of federal survey cards, distributes cards, receives and verifies information,

contacts parents concerning information needing clarification. Prepares federal survey report, submits report by required deadline.

8. Supervises students who come in to the office; monitors student behavior. Assists in providing basic first aid

medical care to ill or injured student; calls parents and makes arrangements for transportation home as necessary; contacts school nurse. May give medication as authorized.

9. Works closely and in conjunction with Attendance/DataProcessor/Registrar and ASB Bookkeeper. Coordinates

activities involved with opening and closing of school such as preparing schedules and relaying information. 10. May maintain attendance records for school; issue admit slips to students who are absent or tardy; record attendance;

or provide information concerning attendance to school administrators. 11. Maintains records and files for staff and student information (including OPDT, Collegial, and LID

attendance/hours), types and edits minutes from pre-post conferences and confidential certificated/classified observation/evaluation reports as needed. Troubleshoots problems with office equipment and calls for service as necessary.

12. May enter discipline data and prepare reports for administrators. 13. May operate school's intercom system; contact teachers to provide information concerning visitors or telephone

calls; receives requests for central office assistance needed. 14. Promotes positive relations with parents and the general public. 15. Performs related duties as assigned.


PRINCIPAL'S SECRETARY - INTERMEDIATE SCHOOL

Qualifications: Education and Experience: High school graduation or equivalent and four years of increasingly responsible secretarial experience including records maintenance. Experience in dealing with students and the public. School district experience preferred. Allowable Substitution: Alternative combinations of advanced training and experience may be evaluated by the personnel office for comparability. Knowledge, Skills, and Abilities:

• Knowledge of general secretarial procedures • Knowledge of correct grammar, spelling, and English usage • Keyboarding skill at 60 wpm • Shorthand or speed writing skills desirable • Skill in operating general office machines • Skill in written and oral communication • Ability to interact with students in a warm, confident manner • Ability to use general office technology and software programs • Ability to set up and maintain an accurate filing system • Ability to attend to detail and follow tasks through to completion • Ability to organize and set priorities • Ability to work effectively under pressure and be flexible • Ability to work independently with minimal supervision • Ability to maintain confidentiality • Ability to establish and maintain effective working relationships with students, parents, staff, and the general public • Ability to provide excellent customer service • Attendance • Ability to follow district policies and procedures • Demonstrated ability to collaborate with staff and provide excellent customer service

Licenses/Special Requirements: None Personnel Relationships: Reports to Building Administrator(s). Provides lead direction to office clerical staff as assigned. Working Conditions: Office environment; experiences constant interruptions; required to deal with distraught or angry parents and students; required to care for ill or injured students. Requires visual concentration to detail, dexterity, and precision. General Functions: This position provides secretarial support to intermediate school principal. Responsibilities include typing correspondence, greeting and assisting parents and students, and providing various office support services for students, parents, staff, and the public. May maintain building facilities calendar. The Principal’s Secretary promotes positive public relations for the school and the district. Specific Duties and Responsibilities:

1. Provides secretarial support to school's principal. Maintains appointment calendars and schedules meetings. Compiles data and prepares reports and lists. Formats and types correspondence, forms, memorandum, staff and student handbooks, and reports including confidential teacher evaluations. Duplicates and distributes materials. May record and transcribe minutes.

2. Enters information in student data system. 3. Greets parents, students, and visitors entering the office; provides information or routes visitor to appropriate staff

member. Answers the telephone and responds to inquiries; screens calls to the principal. Receives, sorts, and

distributes school mail. Maintains records and files for staff and student information. Prepares and submits payroll information to District's central accounting office.

4. Utilizes Absence and Substitute Management for staff absences in coordination with District Substitute Specialist

and runs reports, etc. May compile, type, and distribute daily attendance listings to substitute teachers. Prepares daily staff attendance forms and weekly attendance reports. Finds substitutes/teachers to fill in on preps when necessary. Prepares payroll authorizations as needed. Greets and provides information to substitutes.

5. Coordinates a variety of programs as requested such as school pictures, school insurance, and other activities. 6. Requisitions, receives, verifies, and distributes school supplies, textbooks, and materials. Takes periodic inventory. 7. Coordinates distribution and submission of federal survey cards, distributes cards, receives and verifies information,

contacts parents concerning information needing clarification. Prepares federal survey report, submits report by required deadline.

8. Supervises students who come in to the office; monitors student behavior. Assists in providing basic first aid

medical care to ill or injured student; calls parents and makes arrangements for transportation home as necessary; contacts school nurse. May give medication as authorized.

9. Works closely and in conjunction with Attendance/DataProcessor/Registrar and ASB Bookkeeper. Coordinates

activities involved with opening and closing of school such as preparing schedules and relaying information. 10. May maintain attendance records for school; issue admit slips to students who are absent or tardy; record attendance;

or provide information concerning attendance to school administrators. 11. Maintains records and files for staff and student information, types and edits minutes from pre-post conferences and

confidential certificated/classified observation/evaluation reports as needed. Troubleshoots problems with office equipment and calls for service as necessary.

12. May enter discipline data and prepare reports for administrators. 13. May operate school's intercom system; contact teachers to provide information concerning visitors or messages;

receives requests for central office assistance needed. 14. Promotes positive relations with parents and the general public. 15. Performs related duties as assigned.


TEACHING & LEARNING SECRETARY Qualifications: Education and Experience: High school graduation or equivalent, training in secretarial procedures, and three years of increasingly responsible secretarial experience. School district secretarial experience preferred. Allowable Substitution: Advanced technical training in secretarial procedures may substitute on a month-for-month basis for up to one year of the required experience. Knowledge, Skills, and Abilities:

• Knowledge of general secretarial procedures • Knowledge of correct grammar, spelling, and English usage • Keyboarding skill at 50 WPM • Skill in operating general office machines • Skill in written and oral communication • Ability to operate office software and in an online collaborative environment • Ability to operate general office technology and learn various software programs • Ability to set up and maintain an accurate filing system • Ability to lift heavy boxes of books and materials (up to 40 lbs) • Ability to organize large orders and distribute in district • Ability to be very flexible • Ability to organize, set priorities, and meet deadlines • Ability to maintain confidentiality • Ability to work independently with minimal supervision • Focus on customer service • Consistent presence at the work site (and work assigned days and hours) • Professionally interacts with colleagues and the general public • Complies with all district policies • Ability to follow district policies and procedures • Demonstrated ability to collaborate with staff and provide excellent customer service

Licenses/Special Requirements: None Personnel Relationships: Reports to Director of Teaching & Learning Working Conditions: Office environment; requires concentration on detail, dexterity, and precision; experiences frequent interruptions. May be required to deal with distraught or angry individuals. Prolonged exposure to visual display terminal daily. General Functions: This position provides secretarial support to the Director of Teaching & Learning. Responsibilities include word processing correspondence and reports, maintaining records, compiling and distributing information, and performing a variety of other secretarial duties to support department operations. Provides support for teaching and learning to building leadership, Teachers on Special Assignment (TOSAs), and staff. Specific Duties and Responsibilities:

1. Creates correspondence, memoranda, forms, and reports on computer from handwritten drafts. Creates, edits, and distributes agendas, minutes, and all required documents that are part of the curriculum review process. Composes routine correspondence. Formats, proofreads, and edits word-processed copy. Duplicates and distributes a variety of program correspondence and materials. Attends meetings to record minutes as requested.

2. Answers questions of district-wide staff regarding curriculum, instruction, assessment, staff development, and

other matters.

3. Maintains and updates records on computer; accesses records, information, and required data for Teaching &

Learning. Accesses various websites and Oak Harbor School District student information systems for curriculum and assessment purposes. Prepares required reports.

4. Monitors timelines for reports; gathers information, prepares, and submits reports by monthly or annual

deadline. Checks data for accurate funding code and ensures all information is complete to meet state requirements. Formats information into required report and forwards to director for approval and signature.

5. Reviews, processes, catalogs, monitors, and returns sample instructional materials from vendors. Works with

sales representatives and building representatives regarding curriculum adoptions. 6. Types and processes purchase orders for instructional materials, supplies, assessment and staff development.

Gathers information for, prepares, and submits ongoing supply orders. Receives, verifies, and distributes supplies. Conducts inventorying, barcoding, and other activities to track and manage instructional materials (such as keeping an ongoing record of and labeling instructional materials).

7. Supports the Highly Capable Student Program, including communications, orders, and testing tasks. 8. Enters and manages student and other data in curricular-related software and subscriptions. 9. Performs a variety of secretarial duties such as filing, using multi-line telephone system, email correspondence,

scheduling appointments, making arrangements for meetings and conferences, and greeting and assisting office visitors.

10. Sets up and takes down room in preparation for and after Teaching and Learning meetings. 11. Performs related duties as assigned.


SCIENCE CENTER SECRETARY Qualifications: Education and Experience: High school graduation or equivalent and two or more years of secretarial work experience including word processing, data input, ordering and organizing materials and maintaining records. Experience in managing an inventory and some knowledge of Oak Harbor School District is desirable. Bookkeeping and basic accounting experience preferred. Allowable Substitution: Alternative combinations of training and experience will be evaluated by the personnel office for comparability. Knowledge, Skills, and Abilities:

• Familiarity with the science field • Effective oral and written communication skills • Knowledge of general secretarial procedures • Ability to use general office technology and software programs • Ability to maintain an accurate filing system • Ability to attend to detail and follow tasks through to completion • Keyboarding skill at 50 wpm • Familiarity with District purchase order system • Ability to effectively respond to telephone and email inquiries • Ability to organize and set priorities • Ability to work effectively under pressure • Ability to work independently with minimal supervision • Ability to effectively manage Science Center staff • Ability to follow step-by-step instructions • Ability to maintain a physical inventory of all materials • Ability to maintain confidentiality • Ability to develop listings of materials needed for science kits • Ability to make effective decisions • Ability to establish and maintain effective working relationships • Ability to follow district policies and procedures • Demonstrated ability to collaborate with staff and provide excellent customer service

Licenses/Special Requirements: Valid Washington State driver's license Personnel Relationships: Reports to Director of Teaching and Learning Working Conditions: Warehouse environment; requires visual concentration on detail, dexterity, and precision; required to stand for prolonged periods. Required to lift and carry heavy supplies. Required to handle live animals and insects. Work with chemicals and caustic solutions requires safety awareness. General Functions: This position organizes materials (supplies, assessments, manuals, and paperwork) for science kits in the District’s Science Center. The center serves all students in grades Kindergarten through-8th. Responsibilities include refurbishing science kits, procuring materials, record keeping, scheduling kit distribution to all elementary schools and middle schools. Maintains database and an inventory of all materials. The position promotes positive public relations for the school district and provides support services for students and, staff. Specific Duties and Responsibilities:

1. Leads and coordinates Science Center personnel work schedules and activities. Requests substitutes as needed and maintains record of work hours. Provides training to substitute employees, volunteers, and staff. Provides input and feedback to the Director of Teaching and Learning to be used in the evaluation process.

2. Ensures timecards are completed as required.

3. Calculates amount of supplies and materials needed; determines type of written instructions and documentation to be included. Prepares manuals, assessments, worksheets, charts, and media for kits.

4. Procures supplies and materials including live specimens for kits and other science projects; contacts vendors concerning price and availability of items. Selects vendor based on supervisor guidelines and initiates purchase order process. Documents cost information; tracks budget dollars available or used; calculates the cost of each kit to charge against budget records.

5. Receives materials and supplies from vendors; matches items received with purchase order and ensures that quantity, size, or other characteristics match purchase order specifications. Contacts vendors to resolve problems caused by discrepancies or breakage.

6. Transports or arranges for transportation of kits to school buildings. Receives incoming science kits from school buildings to be refurbished.

7. Ensures printed materials are in kits; follows up to ensure materials are returned by Science Center delivery deadlines; labels and packages printed materials (assessments, worksheets, booklets, transparencies) and media as needed.

8. Plans and prepares annual OHSD science kit schedule for rotation to all elementary and middle schools; communicates individual school schedule to buildings showing date / grade level / theme / #distribution.

9. Implements weekly work schedule to ensure that delivery and pick-up deadlines are met; documents procedures for science material assembly procedures.

10. Uses a computer to maintain a variety of records such as inventory control, procurement, scheduling, and budgeting. Creates database files as needed.

11. Takes annual inventory of science center material/paperwork; responds to daily phone requests of teachers regarding both regular and non-regular kit materials/paperwork and supplies.

12. Inventories and packs kits when necessary.

13. Provides for care of live specimens.

15. Prepares annual projects as directed by Director of Teaching and Learning.

17. Performs related duties as assigned.


DIRECTOR OF SPECIAL PROGRAMS SECRETARY Qualifications: Education and Experience: High school graduation or equivalent with training in secretarial procedures and four years of increasingly responsible secretarial experience. Federal or state programs or legal secretarial experience required. Strong preference given to candidate with school district secretarial and/or managerial experience. Allowable Substitution: Advanced technical training in related secretarial and accounting procedures may substitute at district discretion for the required experience. Knowledge, Skills, and Abilities:

• Thorough knowledge of secretarial practices and procedures • Knowledge of correct English grammar, spelling, and usage • Keyboarding skill at 60 WPM • Skill in operating a variety of office equipment and machines • Strong oral and written communication skills • Skills in data entry and word processing software; spreadsheet packages, and database tracking tools • Ability to operate a computer, learn various software programs and design custom reports • Ability to design and maintain an accurate filing system • Knowledge of record maintenance and disposal regulations • Ability to use the Internet to support the work environment and a working knowledge of WESPaC, NWRDC

Support Services, IEP Online and Medicaid • Knowledge of laws, rules, regulations, policies and procedures as they relate to Special Education • Ability to provide training and direction in software related to Individual Education Plans • Ability to organize and set priorities • Ability to be flexible, self-directed and work as the member of a team • Ability to establish and maintain effective working relationships with parents, staff, and the general public • Ability to multitask in a fast-paced environment while being accurate and detail oriented • Ability to monitor budgets • Accurate computational skills (make accurate arithmetic calculations) • Understanding of educational administration, rules, regulations and ethics • Ability to work effectively under pressure and meet inflexible deadlines • Ability to make effective decisions • Ability to maintain confidentiality • Ability to follow district policies and procedures • Demonstrated ability to collaborate with staff and provide excellent customer service

Licenses/Special Requirements: Valid Washington State driver’s license Personnel Relationships: Reports directly to the Director of Special Programs. Provides lead direction to special programs clerical staff. Communicates with OSPI, ESD personnel, district directors, medical and legal personnel. Working Conditions: The work environment characteristics described are representative of those an employee encounters while performing the essential functions of this job. This position requires some lifting, carrying, kneeling and stooping and fine motor skills. Carrying, filing, and moving files and boxes are a regular part of the job duties as is prolonged exposure to visual display terminal daily. Required to deal with difficult or distraught individuals. Experiences frequent interruptions. General Functions: This position serves as confidential secretary to the Director of Special Programs. Responsibilities include coordination of special programs office services; maintenance of director's calendar and scheduling of appointments; preparation and submission of required special education state and federal reports; maintenance and disposal of special education records and data entry of special education documentation for compliance; assisting in development and management of budgets. Relieves the director of administrative and clerical details and prepares correspondence and memoranda; receives telephone calls and visitors, and performs a variety of other secretarial duties. Maintains confidentiality of verbal and written communication.

Specific Duties and Responsibilities: 1. Apply and interpret rules, regulations, procedures and policies as outlined by the District that apply to Special

Programs and Special Education as dictated by State and Federal law.

2. District-Certified Level 1 Support representative for IEP Online. First point of contact for IEP Online acting in an Administrative capacity. Responsible for troubleshooting, daily maintenance activities, user handling and training, as well as details of maintaining IEP Online preferences, codes, and the running of administrative reports.

3. Administrator for the WESPaC special education data entry system. Responsible for special education services

and staff entry and maintenance, daily input and maintenance of student record IEPs and evaluations and preparing and running a variety of system reports to support staff, district and state requirements.

4. Work collaboratively with school psychologists, special education teachers and related support staff to assure

accurate completion of special education documents.

5. Prepares and submits all special education monthly and annual state and federal reports for the purpose of ensuring compliance. (P223H; Federal Special Education Child Count and Least Restrictive Environment; Special Education Personnel Employed and Needed; Post-School Data Survey; Special Education Students Suspended/Expelled; Child Outcomes Summary Form; Timeline for Initial Evaluation of Special Education and Transition from Part C to Part B by Child’s 3rd Birthday and Medicaid). Ensures accurate and timely submission.

6. Registrar for Special Education School 510 for Toddler Learning Center, Head Start and Hand in Hand Learning

Center students. Enters student data into WESPaC data entry system; registers new students and processes withdrawals; maintains student records. Complies data for and prepares and submits the P223 enrollment report and the Weapons report. Responsible for submitting Federal Impact Aid Cards.

7. Administrator for the WAMR (Washington Medicaid Reimbursement) online application site and Medicaid

program. Prepares and submits the Potential Medicaid Eligible Student Worksheet to OSPI.

8. Coordinates and monitors the Extended School Year Program.

9. Composes routine correspondence. Types correspondence, memoranda, forms and reports from handwritten drafts as assigned by director. Formats, proofreads, and edits typewritten copy. Duplicates and distributes typewritten materials. Types and submits purchase orders for Special Programs Department.

10. Phone contact for director with parents, outside agencies, teachers and district personnel. Maintains director's

calendar and appointments as directed.

11. Maintains all confidential special education student records. Checks student records for completeness as required by state law. Researches files as necessary to provide information. Processes records for disposal in accordance with state mandates.

12. Assists Director of Special Programs in development and monitoring budgets as directed.

13. Assists Director of Special Programs in grant writing and submission.

14. Formats, types, and edits confidential correspondence dealing with student, family and legal issues and personnel

evaluations.

15. Provides backup assistance to special programs receptionist; answers multi-line telephone; greets visitors; provides information or routes callers/visitors to appropriate staff member; takes messages.

16. Maintains transportation forms and monitors busing for special education students. 17. Performs other duties as assigned by Director.


PRINCIPAL'S SECRETARY – HIGH SCHOOL Qualifications: Education and Experience: High school graduation or equivalent and four years of increasingly responsible secretarial experience, including records maintenance and bookkeeping. Experience in dealing with teenagers and the general public. School district experience preferred. Allowable Substitution: Alternative combinations of training and experience may be evaluated by the personnel office for comparability. Knowledge, Skills, and Abilities:

• Knowledge of general secretarial procedures • Knowledge of correct grammar, spelling, and English usage • Knowledge of general bookkeeping procedures • Keyboarding skill at 60 WPM • Skill in operating a variety of office equipment and software related to the position • Skill in written and oral communication • Ability to interact with students in a warm, confident manner • Ability to operate word processing equipment • Ability to learn the use of a microcomputer and various software programs • Ability to transcribe dictation • Ability to set up and maintain an accurate filing system • Ability to attend to detail and follow tasks through to completion • Ability to organize and set priorities • Ability to work effectively under pressure and be flexible • Ability to work independently with minimal supervision • Ability to maintain confidentiality • Ability to establish and maintain effective working relationships with students, parents, staff, and general public • Ability to follow district policies and procedures • Demonstrated ability to collaborate with staff and provide excellent customer service

Licenses/Special Requirements: None Personnel Relationships: Reports to principal. Provides lead direction to office clerical staff and student assistants as assigned. Working Conditions: Office environment; experiences constant interruptions; requires visual concentration on details, dexterity, and precision. Occasionally required to care for ill or injured students and deal with distraught or angry parents and students. General Functions: This position provides secretarial support to the high school principal. Responsibilities include typing correspondence and reports, maintaining financial and statistical records for the building budget, ordering and distributing building supplies, scheduling appointments, keeping principals calendar up to date, screening phone calls and performing a variety of other secretarial duties. The position promotes positive public relations for the school and the district. Specific Duties and Responsibilities:

1. Provides secretarial support to the principal, maintains appointment calendar and schedules meetings. Compiles data for and prepares reports and lists, screens email and phone calls.

2. Formats and types correspondence, forms, memoranda, and reports from handwritten drafts or dictation;

duplicates and distributes materials. May record and transcribe meeting minutes. 3. Maintains accounting ledgers for the basic education budget and reimbursable budget, tracks expenditures,

provides information concerning budget balances to area chairpersons. Balances building budget with district

office report, investigates expenditures to resolve discrepancies. Does all purchase orders for building and professional growth budgets. Does payroll authorizations as necessary.

4. Coordinates distribution and submission of federal survey cards, distributes cards, receives and verifies

information, contacts students concerning information needing clarification. Prepares federal survey report, submits report by required deadline.

5. Requisitions, receives, and verifies supplies; maintains supplies in storage area; receives requests for and

distributes supplies to staff members. Inputs transportation requests for curricular events. 6. Prepares daily teacher attendance forms and weekly attendance reports. Finds substitutes/teachers to fill in on

preps when necessary. Does payroll authorizations as needed. 7. Sorts and routes mail and courier deliveries. Screens and prioritizes principal's mail. 8. Serves as switchboard attendant when coverage is not available. Operates building intercom system, makes

regular and special announcements. Greets visitors to the central office, provides information and directs visitors to appropriate areas.

9. Responds to requests from students, provides basic first aid medical care as needed if student is ill or injured,

places call for school nurse and/or emergency medical assistance, contacts parents and arranges for transportation home as needed if receptionist unavailable.

10. Oversees work of clerical staff and student assistants as assigned by principal, assigns and reviews

work. Provides training in office procedures, trains staff to use copiers. Maintains attendance records for student assistants, evaluates performance for grading.

11. Maintains records and files for staff and student information (including SPDT, Staff Absences Summary, and

professional development attendance/hours), schedules, types, and edits minutes from pre/post conferences and confidential certificated/classified observation/evaluation reports. Troubleshoots problems with office equipment and calls for service as necessary.

12. Coordinates a variety of programs. May coordinate clerical activities involved with graduation ceremonies.

Coordinates activities involved with opening and closing of school such as preparing handbooks and schedules, as well as collecting grade books and attendance books at year end.

13. Receives and checks time cards for classified staff. Tracks personal/annual leave days. 14. Promotes positive public relations with parents and the general public. Makes non-instructional decisions as

necessary during absence of school administrative staff. 15. Provides clerical support in an emergency situation as part of “Command Central.” 16. Performs related duties as assigned.


SPECIAL PROGRAMS SECRETARY - FEDERAL PROGRAMS Qualifications: Education and Experience: High school graduation or equivalent with training in secretarial procedures and two years of secretarial experience, including answering a multi-line telephone and greeting the public. Computer experience required. Allowable Substitution: None Knowledge, Skills, and Abilities:

• Knowledge of secretarial practice and procedures • Knowledge of proper English grammar, spelling, and English usage • Knowledge of laws, rules, and regulations, policies, and procedures as they relate to Special Programs • Keyboarding skill at 50 wpm • Effective oral communication skills; excellent public service skills and telephone manner • Experience operating word processing programs such as Microsoft Office programs • Ability to learn the operation of specific software programs • Ability to work independently • Ability to organize and set priorities • Ability to work effectively under pressure • Ability to be flexible, self-directed and work as the member of a team • Ability to establish and maintain effective working relationships with students, parents, staff, and the general

public • Ability to maintain confidentiality • Ability to represent the District in a positive manner • Maintain accurate records • Ability to follow district policies and procedures • Demonstrated ability to collaborate with staff and provide excellent customer service

Licenses/Special Requirements: None Personnel Relationships: Reports to Director of Special Programs. Provides lead direction to special programs clerical staff.Communicates with OSPI, ESD, NWRDC, district directors, Bilingual and Migrant departments within the state. Working Conditions: The work environment characteristics described are representative of those an employee encounters while performing the essential functions of this job. Office environment; experiences constant interruptions; required to visually concentrate on detail, be dexterous and precise. Required to sit for prolonged periods of time. This position requires some lifting, carrying, kneeling and stooping and fine motor skills. Carrying, filing, and moving files and boxes are a regular part of the job duties as is prolonged exposure to visual display terminal daily. Required to deal with difficult or distraught individuals. General Functions: This position provides secretarial and clerical support to the Director of Special Programs. Responsibilities include coordination of special programs office services; schedules appointments and meetings as directed, registers staff for various workshops and trainings, answering the telephone, and providing information, typing correspondence and reports, completing purchase orders, payroll authorizations, maintaining student records, and performing a variety of other secretarial duties. Specific Duties and Responsibilities:

1. Apply and interpret changes in guidelines for State and Federal Bilingual program. Compiles and sends notification letters to families (translated in the home language) regarding student placement and services provided by the district.

2. Formats, edits, and types routine and confidential correspondence, forms, reports, and staff evaluations. Duplicates and distributes materials. Types confidential material and ensures confidentiality is maintained.

3. District Certified Level 1 Support representative for DIBELS Data System testing. This includes annual uploading

of staff and students working with program support staff on updates and reports within the program. Orders and distributes the Progress Monitoring Data books for the DIBELS program.

4. Administrator for the State Transitional Bilingual Program database at state level. Assists the Director or designee

in ensuring assessment processing, maintenance, and compliance procedures are followed and responded to as required by OSPI.

5. Maintains Special Programs student services in Title 1, LAP, and ELL. Prepares and submits Special Programs

monthly and annual state and federal reports for ensuring compliance. Initiates the annual Title 1 Comparability report working closely with the Business and Human Resource Departments.

6. Assists with coordinating Title 1 Summer School Program. This includes submitting paperwork for staff who are

teaching classes, maintains database of students attending summer school, compiles database for the Transportation department of family information needing transportation. Ensures Food Service Department is given the needed information to provide snacks for students.

7. Makes corrections to CSRS, assigns SSID numbers to students as needed. Collects and reconciles monthly federal

and state time and effort reports for Title 1, Title X, SpEd, and DoDEA staff. 8. Greets visitors, answers the telephone, provides information regarding services; schedules appointments, routes

caller to appropriate staff member as needed; takes messages. 9. Types and distributes meeting agendas, types meeting minutes and distributes to various committee members. 10. At the direction of the Director, monitors iGrants and provides status of submitted applications collects data from

staff and enters into grant reports. 11. Calculates requirements, determines vendors, and initiates purchase orders for procurement of supplies for Special

Programs, and Special Ed staff. 12. Maintains Special Program handbooks and Board Policy books. 13. Coordinates ELL student achievement, family potlucks, and other community based activities. 14. Assists the director in monitoring budgets as assigned. 15. Makes arrangements for meetings, registers staff for trainings, K-20 video conferences, Webinars, and

conferences for Title/Lap/ELL/SpEd Programs. 16. Performs related duties as assigned. 17. Is responsible for tracking inventory (software and equipment) for Special Programs.


SECRETARY - SPECIAL PROGRAMS (HiH) Qualifications: Education and Experience: High school graduation or equivalent with training in secretarial procedures and three years of increasingly responsible secretarial experience. School district secretarial experience preferred. Allowable Substitution: Advanced technical training in secretarial procedures may substitute on a month-for-month basis for up to one year of the required experience. Knowledge, Skills, and Abilities:

• Knowledge of general secretarial procedures • Knowledge of correct English grammar, spelling, and usage • Keyboarding skill at 60 WPM • Skill in operating a variety of office equipment and machines • Strong oral and written communication skills • Skills in data entry and word processing software, spreadsheet packages, and database tracking tools • Ability to operate a computer and learn various software programs • Ability to set up and maintain an accurate filing system • Ability to organize, set priorities, and meet deadlines • Ability to maintain confidentiality • Ability to work independently with minimal supervision • Ability to be flexible, self-directed and work as a member of a team • Ability to establish and maintain effective working relationships with parents, staff, and the general public • Ability to follow district policies and procedures • Demonstrated ability to collaborate with staff and provide excellent customer service

Licenses/Special Requirements: None Personnel Relationships: Reports to Director of Special Programs. Receives work assignments from Director and Assistant Director of Special Programs. Working Conditions: The work environment characteristics described are representative of those an employee encounters while performing the essential functions of this job. This position requires some lifting, carrying, kneeling and stooping and fine motor skills. Carrying, filing, and moving files and boxes are a regular part of the job duties as is prolonged exposure to visual display terminal daily. Required to deal with difficult or distraught individuals. Experiences frequent interruptions. General Functions: This position provides secretarial support to the Director of Special Programs and Assistant Director of Special Programs. Responsibilities include typing correspondence and reports, coordinating home-hospital instruction, developing and maintaining databases, and performing a variety of other secretarial duties to support department operations. Specific Duties and Responsibilities:

1. Types correspondence, memoranda, forms, and reports on word processing equipment from handwritten drafts as assigned by director. Composes routine correspondence. Formats, proofreads, and edits typewritten copy. Duplicates and distributes a variety of program correspondence and materials. Utilizes district student software to provide information and run various reports. Coordinates substitutes for staff using Substitute Online.

2. Maintains schedules for itinerant staff members. Answers questions of district-wide special education staff

concerning records, supply orders, and other matters. Maintains database of staff assignments including instructional assistants. Maintains schedules and documentation of required staff development. Maintains department petty cash and special education handbooks and board policy books.

3. Complete and maintain confidential special education in all student files. Receives requests for information from

files; provides information as authorized.

4. Assists Director’s secretary in maintenance of confidential special education student files. Receives requests for

information from files; provides information as authorized. 5. Coordinates arrangements for home-hospital instruction for special education students; files state-required forms;

obtains medical information; prepares time cards and travel claims. Secures a tutor and speaks personally with nurse and local medical personnel, doctors, nurses, etc.

6. Types and processes purchase orders, payroll authorizations, mileage forms, time cards, etc., and forms for the

special education central office and itinerant and other special education staff. Gathers information for, prepares, and submits annual supply orders. Receives, verifies, and distributes supplies. Maintains database for special education supplies and equipment that is assigned to specific staff or students.

7. Works with staff, parents, and outside agencies as needed and to provide information. 8. Performs a variety of secretarial duties such as using multi-line telephone system, scheduling appointments,

making arrangements for meetings and conferences, and greeting and assisting office visitors. 9. Prepares all files, correspondence and appointments for Child Find and Title 1 evaluations. 10. Completes, collects and enters all facets from start to finish for registering a student. 11. Keeps all immunization information up to date and entered for every student registered at Hand-in-Hand. 12. Prepares and maintains a spreadsheet and oversees that staff completes COSF information on all special

educations students at Hand in Hand and secretary reports this information to OSPI yearly. 13. Administers, prepares and submits impact aid cards on behalf of Hand in Hand to the district office. 14. Prepares menus, student rosters and collects negative balances for the school lunch program. 15. Prepares daily sign-in sheets for staff and substitutes for sub online. 16. Prepares spreadsheets and completes P-4 preschool roll ups in Skyward for entry to Kindergarten. 17. Assists teachers with daily attendance in Skyward. 18. Keeps track and prepares data for PLC trainings. 19. Assists the transportation department with complete set up of student transport to and from school. 20. Set up appointments and all organization for yearly student pictures.

21. Take Care of student medical needs in the office when needed and assure needed paperwork is completed. 22. Assists director in monitoring supply and materials budget, typing and monitoring personnel contracts and

contract services.

23. Assists with Preschool Child Find and registration of preschool students.

24. Performs related duties as assigned. Oak Harbor School District Revised: 6.13.17