Administrative Assistant / Communications Specialist - Mabton School District

Title:  Administrative Assistant / Communications Specialist

Primary Function: The Administrative Assistant /Communications Specialist job was established to coordinate the production of District-wide communication and publications and assist and support the superintendent in the operation of the School District.   

Directly Responsible To:  Superintendent

Location:  District Office

Description of Responsibilities:   

1. Attends meetings, seminars, and workshops (e.g., board meetings, etc.) for the purpose of recording the minutes, coordinating materials distribution, and/or supporting the needs of other attendees.
2. Assist in the preparation, organization, and dissemination of the Superintendent’s correspondence, including staff newsletters and board meeting materials.
3. Coordinates the creation of and publishing of the school board meeting agenda and minutes.
4. Coordinates the research and preparation of school board policies and procedures.
5. Compiles data from a variety of sources (e.g., agenda items, payroll, budget, etc.) for the purpose of complying with financial, legal and/or administrative requirements.
6. Maintains documents, office files, and records (manual and computer)  board minutes, building receipt of incoming funds reports, etc.)  
7. Post and coordinate media advertisements in printed and digital formats (newspapers, websites, social media, post mail, flyers and brochures, etc.).
8. Lead and plan the sequence of communications/messaging throughout the calendar year.
9. Lead and coordinate publication projects.
10. Ensures written and verbal translation of English and Spanish.
11. Responsible for records management related to student discipline and meetings of the Board of Directors.
12. Compiles data from a variety of sources (e.g. work orders, budget reports, specialized reports, purchase orders, invoices, personnel records, etc.) for the purpose of complying with financial, legal and/or administrative requirements. Monitors assigned district activities and/or program components (e.g., state reporting, performance review cycles, scholarships, etc.) for the purpose of coordinating activities and ensuring compliance with established financial, legal and/or administrative requirements.
13. Responsible for making necessary arrangements for regular and special board meetings and administrative meetings which include: Posting and dissemination of Public Notices.
14. Organization and preparation of physical meeting environment.
15. Notification and invitation of individuals who are requested to attend the meetings for presentations, awards, etc.
16. Coordination of district employees’ travel: conference registrations, lodging, vehicle requests, including various projects, functions and/or program components (e.g. meetings, in-service events, to complete activities and/or deliver services in compliance with established guidelines.
17. Demonstrate effective time management skills and meet long-term and short-term essential functions and reports that are time-bound for the purpose of office operations.
18. Demonstrates knowledge of Federal and State program guidelines related to documentation and for the purpose of reporting.
19. Maintains a wide variety of documents, files and records (e.g. confidential student information, second language proficiency, requisitions, purchases, population count, etc.) for the purpose of providing up-to-date reference and audit trail for compliance.
20. Participates and schedules a variety of meetings, workshops, and/or trainings for the purpose of providing or receiving information, recording minutes, and supporting the needs of the attendees.
21. Responds to inquiries from a variety of internal and external parties (e.g. staff, parents, students, public agencies, etc.) for the purpose of providing information and/or facilitating communication among parties.
22. Processes documents and materials (e.g. new referrals, requests for student records, closed files, etc.) for the purpose of disseminating information to appropriate parties.
23. Creates and maintains social media pages, including District media and district-wide communications, including Public requests.
24. Support administrators other than the superintendent as assigned.
25. Other duties as assigned.

Minimum Qualifications:

1. Associate’s degree or appropriate experience in producing publish-ready communications and publications in print and digital formats, plus successful administrative support experience.
2. Excellent organizational skills and knowledge of office organization and systems.
3. Excellent communication and writing skills.
4. Proficient in desktop publishing/graphic design applications (i.e.- Adobe Illustrator, Photoshop, Canva, Lucid Charts, etc.).
5. Ability is required to schedule a significant number of activities, meetings, facilities use and/or events.
6. Knowledge to perform basic math, including calculations using fractions, percentages, ratios, and calculating time; reading technical information, composing a variety of documents, and/or facilitating group discussions; and solving practical problems.
7. Evidence of a positive attitude and the ability to work effectively as a member of a problem-solving team.
8. Demonstrated initiative and ability to assume responsibility without supervision and to exercise the highest level of confidentiality.
9. Ability to understand and implement issues related to confidentiality of records.
10. Bilingual and Biliterate
11. Ability to translate (English/Spanish) in public settings and meetings.
12. Track record of organizational loyalty.
13. Criminal Justice fingerprint clearance.

Working Environment:

MENTAL DEMANDS

• Required to deal with a wide range of student, staff and public behaviors and needs in a positive and service-oriented manner. 
• May occasionally deal with distraught or difficult students or parents.

PHYSICAL DEMANDS

• Physical capabilities require lifting and carrying, pushing and/or pulling, stooping, kneeling, crouching, crawling, twisting, and significant finger dexterity.
• Generally, the job requires approximately 10% sitting, 45% walking, and 45% standing.
• Maintaining good hygiene is essential.

Conditions:

 
The preceding list of essential functions is not exhaustive and may be supplanted as necessary.

District employees, other than personnel in the District's Employment Services Department, are not authorized to make promises of employment, promises of employment for a particular period of time, or promises of a particular level of compensation or benefits to job applicants for certified or classified positions. Any verbal or written statements to that effect by District employees other than Employment services personnel are null and void. 

Mabton School District does not discriminate in any programs or activities on the basis of sex, race, creed, religion, color, national origin, veteran or military status, sexual orientation, gender expression or identity, disability, or the use of trained guide dog or service animal. Mabton School District provides equal access to the Boy Scouts, Girl Scouts, and other designated youth groups. Questions and complaints of alleged discrimination should be addressed to the following designated employee: Title IX, Sec. 504 Coordinator, and Civil Rights Compliance Officer - Teresa Davison; 306 North Main Street, PO BOX 37, Mabton, WA 98935.

OPEN UNTIL FILLED

260 work days at 8 hours per day.  (Includes 11 paid holidays)