Executive Assistant to Superintendent

Our District:

The Sultan School District is one of the larger geographical school districts in the Puget Sound area, consisting of approximately 325 square miles. Sultan School District has approximately 2,000 students enrolled K-12.  Students are currently served by two elementary schools, a middle school, a high school and an alternative high school; and the Sno-Isle Skills Center, a cooperative vocational technical school.

 Our Community:

Located northeast of Seattle (seven miles east of Monroe) or about 20 minutes from the Woodinville area, Sultan is surrounded by a beautiful environmental setting. Our “backyard” is the scenic Skykomish River and Cascade Mountains.  Sultan School District includes the community of Sultan, Startup, and Gold Bar.  Students from Index attend Sultan High School.

Application Procedure:

Interested applicants should apply through our web-based application program and upload the required supporting documents at  https://sultan.cloud.talentedk12.com/hire/index.aspx Interested applicants must complete the application and attach the following documents:

• A letter of application addressing the qualifications and requirements of the position
• A current resume
• Two or more letters of recommendation (including current or former supervisors)
• Three confidential reference forms which will be completed electronically by your references
• Note: Current district employees need to submit only a letter of application on-line using the internal application process.
• Questions? Contact Cyd Leahy in Human Resources, 360-793-9800, 514 4th Street, Sultan, WA  98294

The Administrative Assistant to the Superintendent is responsible for providing secretarial and administrative support services to the Superintendent and managing/coordinating the day-to-day activities of the Superintendent’s Office including supervising and evaluating of clerical staff and managing, and coordinating the operations of the Office of the Superintendent to ensure that positive public relations are maintained.

ESSENTIAL FUNCTIONS: 

These statements are intended to describe the major purpose and responsibilities assigned to this job and are not intended to represent an exhaustive list of all responsibilities, duties and skills required.  The Sultan School District’s Strategic Plan supports the Nine Characteristics of High Performing Schools.

• Coordinate the day-to-day operations of the Superintendent’s Office and manage the reception desk and district courier to ensure that parents, staff, and the public are greeted and assisted in a positive and efficient manner;
• Maintain the calendar of the Superintendent
• Coordinates and performs a range of staff and/or operational support activities for the District Office; serves as a liaison with buildings in the resolution of day-to-day administrative and operational challenges;
• In the absence of the Superintendent, coordinate with or act as the designee during crisis;
• Create, coordinate, and publish district-wide information such as letters, calendars, district handbook, social media or print material, website content and graphics on behalf of the Superintendent;
• Act as liaison between the Superintendent and the Executive Team, Board of Directors, and staff in the district, while communicating the Superintendent’s position, district policies, schedules, and project timelines;
• Answer a wide variety of telephone and in-person inquiries; provide information/screen/direct calls and inquiries as appropriate on various district policies and procedures, events and schedules, and trouble shoot potential problems;
• Use discretion with meeting requests and parent concerns to determine those that should be handled by the Superintendent personally, vs. those that can be solved by you or another person
• Develop/prepare all materials for the Board of Directors’ meetings including regular meetings, study sessions, and special meetings maintaining regular communication with all board members, and post public notices for all board meetings;
• Attend all board meetings (primarily evening meetings) to take minutes of proceedings, transcribe minutes, and post to district website;
• Maintain official files and archives of the Superintendent and Board of Directors.
• Responsible for the preparation of board policies and procedures, manage the distribution of updated policies and procedures to ensure all relevant staff is provided accurate information
• Establish work priorities and assigns work; evaluate clerical staff
• Administrator for Student Information System, EDS, Transact, Sultan School District websites
• Coordinates the following: Public Relations, Public Records Requests, District-wide RFP services for photographer, copy machines, student insurance
• May be required to attend special meetings at Superintendent's request
• Manage implementation of COVID testing processes district-wide
• Maintains the District Records retention schedule and manages storage of paper documents
• Performs the above and related duties consistent with the scope and intent of the position with utmost confidentiality
• Backup to front desk position
• Perform related duties as assigned

Skills and Requirements: 

• Exceptional skills in written and verbal communication
• Skill in efficient office operations and procedures including filing, recordkeeping –physical and electronic, use of office machinery, safety, etc.
• Knowledge of specific program requirements and terminology
• Highly skilled in Office 365 products and Adobe publishing software
• Skill with written and graphic communications
• Ability to adapt to shifting priorities and to frequently re-channel work efforts
• Ability to keep accurate records and perform detailed work in reference to preparation, computation of data and analyzing information both verbally and in written form
• Ability to work independently, including prioritizing work assignments and meet multiple deadlines on a continuing basis in conjunction with daily workload
• Ability to research and write policies and procedures
• Ability to provide direction to staff, including assigning and reviewing work
• Ability to maintain strict confidentiality regarding students, staff, District or staff issues, conversations, and correspondence
• Ability to provide outstanding customer service
• Ability to discern appropriate responses and alternatives and apply judgment within established parameters
• Highly skilled ability to compose and format correspondence and reports
• Ability to take, transcribe, edit and finalize minutes of meetings
• Ability to interact positively, be flexible, organized, problem solve, exercise sound judgement, tact, diplomacy, integrity, and maintain professionalism in communicating and working with staff, parents, students and community.
• Ability to independently respond to problematic situations and remain calm in stressful situations
• Ability to read and explain state law (RCWs), rules, regulations, procedures and contracts
• Highly skilled ability to use a variety of software packages and willingness to learn new programs as they become available
• Ability to exercise sensitivity in dealing with individuals of diverse socio-economic backgrounds, cognitive and physical abilities, as well as individuals of diverse cultural and ethnic backgrounds
• Ability to follow Sultan School District policies, procedures and protocols
• Ability to provide backup to office personnel positions and collaborate to contribute to a healthy work environment
• Ability to use effective problem-solving
• Ability to type 60 words per minutes

Special Requirements:

• Bachelor’s Degree
• 5 years of progressively-responsible office experience or an equivalent combination of education and experience (in a K-12 educational system preferred)
• Lead or supervisory experience desirable
• Proficiency with computers and Microsoft Office 365
• Proficiency in using Skyward
• Successful Washington State Patrol and Federal Bureau of Investigation Fingerprint Clearance
• I-9 Employment Eligibility in compliance with the Immigrations Reform and Control Act

PHYSICAL / MENTAL REQUIREMENTS:

The work environment characteristics described are representative of those an employee may encounter while performing the essential functions of this job.

The physical requirements indicated below are examples of the physical aspects that this position must perform in carrying out essential job functions:

• Ability to perceive the nature of sound; near/far visual acuity, depth perception
• Manual dexterity to operate computer equipment
• Exert 25 to 40 pounds of force on a frequent basis
• Ability to lift, carry, push, pull or otherwise move objects
• Sit for extended periods of time, walk, stand, and drive
• Occasional crouching, bending, kneeling

Work Environment: 

Work is typically performed in an office environment.  Experiences constant interruptions, required to deal with distraught or angry parents, students and employees, perform detailed work in reference to preparation, computation of data and analyzing information both verbally and in written form, high level of proficiency in reading, writing and mathematics. 

Evaluation:

The Administrative Assistant to the Superintendent shall be evaluated periodically by the Superintendent pursuant to the currently established district procedures and evaluation criteria.  The process shall include an evaluation of the employee’s performance of the above essential job functions.

CONDITIONS:   EMPLOYEES ARE HELD ACCOUNTABLE FOR ALL FUNCTIONS OF THIS POSITION.  The preceding lists of positions functions, qualifications and requirements are not exhaustive and may be supplemented as necessary.

Washington State Governor Jay Inslee’s Proclamation 21-14.2 requires all employees of Washington public school districts to be fully vaccinated as a condition of employment unless a documented medical or religious exemption is approved. Being fully vaccinated currently means that an individual is at least two weeks past their final dose of an authorized COVID-19 vaccine regimen.

Immigration Reform and Control Act Requirement:

The recommended applicant, if not a current  employee, will be required to complete an INS I-9 form and must provide proof of  employment eligibility.

Disclosure Statement and Background Check

Pursuant to Chapter 43.43, Washington Laws of 1990, the recommended applicant will be required to complete a disclosure form indicating whether he/she has been convicted of crimes against persons listed in the law.  In addition, a background check, based on fingerprints, will be requested from the  Washington State Patrol.

The Sultan School District #311 is an equal opportunity employer.  The district complies with all federal rules and regulations and does not discriminate on the basis of race, color, national origin, sex or handicap.  Inquiries regarding compliance procedures may be directed to the District Title IX Officer and/or Section 504 Coordinator, 514 4th ST, Sultan, WA  98294. Federal/State Criminal History Background Clearance will be required at applicant’s expense (employment status contingent on verification). The Sultan School District requires any employee hired in a position requiring a CDL to undergo a drug test as part of the employment process. Satisfactory completion of such a test is a condition

of employment.

Applicants are hereby notified that the Sultan School District is a weapon and drug-free work environment.

“Working collaboratively to achieve excellence for all students.”

Salary : $82,676 - $88,425