Secretary III - Safety and Well-Being Learning Services Center

TERMS OF EMPLOYMENT

Classified Salary Range

Benefits Available

Secretary III - Safety & Wellbeing Secretary

8 hours per day/ 260 work days per year

Shift Time: Monday - Friday; Approximately 7:30-4:30 pm

Salary Range: Per P.S.E. Contract

Shift time is subject to building needs.

REPORTS TO: Executive Director of Safety and Well-Being

POSITION OVERVIEW

The Safety and Well-Being secretary plays a pivotal role in ensuring the smooth and efficient operation of administrative tasks within the department. Exceptional organizational skills, attention to detail, and the ability to communicate effectively will contribute to maintaining a positive and productive workflow. This position performs a wide variety of secretarial, clerical, and bookkeeping duties using independent judgment within generally defined methods, practices and procedures. This secretary serves as a central administrative support professional within the school district, contributing to the effective coordination and operation of district-level services. This role functions as a hub of communication and organization, supporting cross-departmental needs with a focus on accuracy, discretion, and responsiveness.

As a key point of contact for staff, community members, and outside organizations, this secretary helps ensure smooth internal workflows and positive public interactions. The position requires strong interpersonal skills, exceptional attention to detail, and the ability to manage competing priorities in a dynamic environment. With a broad understanding of district operations, this secretary plays a vital role in promoting efficiency, professionalism, and continuity across administrative functions.

QUALIFICATIONS:

High school diploma or equivalent; additional relevant education preferred.

Successful experience with positive office communication required (A history of clear communication with district staff, students, parents and the general public using tact, courtesy and good judgment).

Documented history of working with all staff members in a positive, cooperative and professional manner.

Demonstrated knowledge and skills of office practices, procedures and equipment.

Demonstrated knowledge and skills of general bookkeeping practices and procedures.

Demonstrated knowledge, skills and abilities to effectively use a variety of computer applications such as Google Suite, Word, Excel, Skyward, Citrix and others as specified.

Demonstrated knowledge and skills to develop and maintain office procedures and recordkeeping systems.

Demonstrated knowledge and skills to independently plan, organize and coordinate office activities, often in supervisor's absence.

Demonstrated abilities to type or enter data quickly and accurately.

Demonstrated knowledge and ability to perform calculations quickly and accurately and record and balance financial data.

Ability to work independently with a high degree of accuracy and attention to detail in all areas.

Demonstrated ability to understand and execute verbal and written instructions, policies and procedures.

Ability to maintain the confidentiality of sensitive information.

Documented history of good attendance. Good attendance and punctuality required.

School secretarial experience preferred.

Bilingual preferred.

ESSENTIAL JOB FUNCTIONS:

Duties may include, but are not limited to the following:

Organize and coordinate office operations. Independently performs tasks involving personnel, budgeting, and facilities, and makes related decisions within the scope of authority, often in the supervisor's absence.

Assist in developing office procedures and policies; establishes and maintains recordkeeping systems.

Assist with the coordination and documentation of safety drills (e.g., fire, lockdown, earthquake) and ensure accurate reporting of drill compliance.

Maintain records related to staff safety training, certifications (e.g., CPR, First Aid, AED), and annual safety requirements.

Support the coordination and communication of emergency preparedness plans and materials across school sites and departments.

Track incident reports and maintain confidential documentation related to accidents, injuries, behavior incidents, and threat assessments.

Assist in scheduling and documenting Safety & Wellbeing committee meetings, including preparation of agendas, materials, and minutes.

Support mental health and wellness programs by coordinating events, maintaining resource inventories, and communicating with internal and external partners.

Assist with the tracking and reporting of safety-related grant requirements and ensure timely submissions.

Coordinate distribution and documentation of annual safety plans, risk management protocols, and wellbeing communications to schools and staff.

Serve as a liaison to school sites for submitting and following up on facility or safety-related concerns and maintenance requests.

Maintain updated contact lists and communication protocols for crisis response teams and outside emergency services.

Format, type, edit, and proofread correspondence, memos, forms, reports, meeting minutes, and other documents from handwritten draft, oral instructions, or dictation using a variety of computer applications; documents may be confidential in nature.

Maintain and update computer databases and spreadsheets by verifying and inputting a variety of stakeholder information and other records; generates recurrent reports such as current status lists and statistical summaries.

Serve as the first point of contact for the department to answer questions, resolve concerns, and provide accurate information or direct inquiries to the appropriate staff as needed.

Assist in budget tasks: processes purchase orders, assigns budget codes, verifies money is available, types, obtains appropriate signature, and distributes.

Assist in preparing and submitting monthly grant claims and assist with any required reporting, ensuring accuracy, timeliness, and compliance with grant guidelines and documentation requirements.

Update board reports concerning contracts to ensure accurate and timely information is provided for board review and approval.

Establish and maintain a filing system of detailed records, including the updating, transferring, and purging of files.

May be asked to work beyond the required workday on occasion due to emergency issues or projects.

Schedule appointments and maintain calendars for assigned staff.

Coordinate, arrange, and prepare necessary materials for major activities.

May provide direction, guidance, and training to other clerical workers, ensuring they are well-equipped to perform their duties effectively.

Maintain and update inventories of supplies and equipment.

Coordinate or perform receptionist duties by answering and routing telephone calls, and providing assistance and information to the public in person or by telephone.

Be a team player. Work cooperatively with administration and staff to maintain a safe and caring environment.

Provide coverage for the district front desk as needed.

Provide coverage for set-up, minutes, and clean-up of board meetings as needed.

Maintain excellent attendance and punctuality.

Interprets as needed if the individual possesses multiple language skills.

Performs other related duties as assigned.

SKILLS REQUIRED:

Must have the ability to relate in a positive manner with supervisors, staff, students, families, and the public using tact, courtesy, kindness, and professionalism in all situations.

Documented history of working with ALL staff members in a positive, cooperative, and professional manner.

Demonstrated knowledge and skills in operating a standard office.

Demonstrated knowledge and skills to effectively use a variety of computer applications (Google applications, including Google Docs, Google Sheets, Google Forms, Google Calendar, etc, Skyward, Citrix, Homeroom, and others as specified).

Demonstrated knowledge and skills to develop and maintain office procedures and recordkeeping systems.

Demonstrated knowledge and skills to independently plan, organize, and coordinate office activities, often in the supervisor's absence.

Demonstrated abilities to type or enter data quickly and accurately.

Demonstrated knowledge and ability to perform calculations quickly and accurately, and record and balance financial data.

Required to work independently with a high degree of accuracy and attention to detail in all areas.

Demonstrated ability to understand and execute verbal and written instructions, policies, and procedures.

Documented history of good attendance. Good attendance and punctuality are required.

TESTING REQUIREMENTS:

First aid card may be required for specific positions

Ability to successfully complete the typing assessment with a score in the upper Moderately Effective to Highly Effective range. Current in-district employees with five (5) or more years of experience in the Moses Lake School District may have the typing test waived at the discretion of the principal/director.

The hiring manager may choose to administer a position-specific assessment to help inform the selection process.

The Moses Lake School District #161 does not discriminate in any programs or activities on the basis of sex, race, creed, religion, color, national origin, age, honorably discharged veteran or military status, sexual orientation, gender expression or identity, disability, or the use of a trained dog guide or service animal and provides equal access to the Boys Scouts and other designated youth groups. Inquiries regarding compliance and/or grievance procedures may be directed to the school district's Title IX, Civil Rights, Affirmative Action, and Equal Opportunity officer, Michelle Musso, 1620 S Pioneer Way, Moses Lake, WA 98837,, ; OR Section 504/ADA Coordinator, Samantha Burgess, 1620 S Pioneer Way, Moses Lake, WA 98837, (509) 766- 2670, .