Oversees all administrative and/or operational matters for the Office of the Superintendent and the NWESD Board of Directors (BoD). Handles a wide range of issues on behalf of these offices and acts as the primary point of contact for both internal and external constituencies. Researches, prioritizes, and follows-up on multiple issues and concerns addressed to the Superintendent, including those of a sensitive and/or confidential nature. Manages a variety of special projects.
Under limited supervision, manages assigned programs and facility operations and services of the NWESD district office. Oversees the supervision of staff and contractors engaged in activities associated with the operations, maintenance, and housekeeping of the facility. Plans, oversees, and coordinates the implementation of capital improvement and maintenance projects, and participates in overall facilities planning. Serves as the public records officer and maintains all facility-related records.
Serves as the primary point of initial contact on administrative and operational matters for internal and external constituencies, to include staff, member school districts, the Office of the Superintendent of Public Instruction (OSPI), the Association of Educational Service Districts (AESD), and the community; independently researches and prioritizes incoming issues and determines appropriate course of action, referral, and/or response.
Serves as principal aide to the Superintendent and the BoD, directly handling all day-to-day operational matters, often related to complex and confidential issues, on behalf of the offices; provides support in dealing with a range of issues, as appropriate.
Maintains all formal records and archives for the offices and serves as the point of contact for members of the public in requesting disclosure of public records and oversees the NWESD’s compliance with the public records disclosure requirements of RCW 42.56.
Oversees all facets of the day-to-day administration of the office, ensuring compliance with NWESD policies, operating agreements, city, state and federal laws and regulations.
Assists in the research, development, and updating of policies and procedures for the office; provides assistance in the understanding and interpretation of NWESD policies and procedures, as appropriate, and ensures that office operations are in compliance with policy provisions and standards.
Schedules, organizes, and coordinates meetings and other office functions and special events; coordinates attendance of the Superintendent and members of the BoD at NWESD activities/functions.
Gathers, investigates researches, analyzes, and studies information affecting NWESD intradepartmental or interdepartmental operations.
Coordinates and/or assists with establishing or recommending budget allocations for the office and reviews revised and final budgets; may coordinate the budget processes, including monitoring and reporting, for one or more other internal or external organizational entities, as specifically assigned.
May negotiate and administer contracts and/or agreements.
Oversees and coordinates the day-to-day activities of general administrative support staff, to include management and training, scheduling and prioritizing work assignments, and implementation of effective operating policies, procedures, and systems.
Participates in various committees and professional organizations.
Manages special programs for the Superintendent, some of which may have NWESD-wide impact.
Oversees the supervision of facility-related and assigned program personnel, which includes work allocation, training, promotion and enforcement of internal procedures and controls, and problem resolution; evaluates performance and makes recommendations for personnel actions; motivates employees to achieve peak productivity and performance.
Oversees the activities of external and/or internal contract personnel; monitors and inspects work to ensure adherence to contract specifications and industry standards.
Develops and implements systems and processes to establish and maintain records for the facility.
Evaluates preventive maintenance programs; modifies programs to increase efficiency and effectiveness.
Establishes and maintains appropriate customer services procedures and standards; interfaces with customers and resolves problems and conflicts as necessary; coordinates use of NWESD buildings, grounds and facilities by outside groups/individuals.
Consults and interacts with Facility-Grounds Maintenance Custodian, Construction Project Manager, Fiscal Department, and external consultants as appropriate regarding facilities modification/repair options, strategies, and cost; develops project specifications and prepares quote/bid documentation.
Performs related duties as assigned. Related duties may not specifically be listed but are within the general occupational series and responsibility level typically associated with the employee’s classification of work.
Required knowledge, skills, and abilities:
Advanced analytical, evaluative, and objective critical thinking skills and the ability to effectively summarize and present information.
Comprehensive knowledge and understanding of NWESD policies and procedures and the regulatory environment within which they operate.
Knowledge of the goals, objectives, structure and operations of the NWESD 189.
Exceptional interpersonal skills and the ability to interact and work effectively with administrators, member school district staff, NWESD staff, community leadership, public officials, funding agencies, and members of the community.
Advanced verbal and written communication skills and the ability to present effectively to small and large groups.
Ability to perform complex tasks, prioritize multiple projects, and resolve complex problems and issues.
Knowledge of organizational structure, workflow, and operating procedures in a large, complex organization.
Ability to create, compose, and edit correspondence and other written materials.
Ability to record and transcribe meeting minutes.
Knowledge of records maintenance requirements and the demonstrated ability to comply through NWESD policy/procedure adherence and to maintain confidentiality of records and other information.
Ability to gather data, compile information, and prepare reports.
Knowledge of budget preparation and fiscal management.
Demonstrated organizational and project planning/management skills.
Ability to foster a cooperative work environment.
Ability to provide technical leadership and direction to technical and support staff in a range of program-specific and/or facility-related trades.
Ability to learn and master new and evolving position responsibilities.
Strong knowledge of and ability to effectively use technology and/or software to perform various Essential Functions.
Position requires the ability to independently: a) appropriately represent the Superintendent’s office in his/her absence; b) appropriately serve as a liaison and represent the BoD between its public meetings; c) frequently organize resources and participate in planning in areas of complex projects, operations, and/or events with potential NWESD-wide implications; d) establish budget allocations and administer financial control and tracking; e) use sound judgment in problem solving of complex issues with potential NWESD-wide impacts; f) appropriately apply prior situation processes/interpretations to similar challenges; and, g) administer assigned programs within NWESD policies/procedures, according to any prescribed interlocal agreements.
High school diploma or GED; two (2) years of college-level secretarial course work and five (5) years of progressively responsible administrative level secretarial experience, including at least two (2) with lead worker or supervisory responsibilities, that is directly related to the duties and responsibilities specified, preferably in an educational organization. An equivalent combination of education and experience may be substituted which provides the skills, knowledge, and abilities to perform the essential functions of the position. WSP criminal history background clearance required.
Working Conditions/Physical Requirements:
Work is performed in an office environment; however, travel may be required for workshops or conference attendance. Lifts and carries a maximum of forty (40) pounds. Adequate manual and finger dexterity, hearing, speech and vision are necessary to perform the essential functions of the position.
Hazards: Those present in a normal office environment. Lifting and moving tables and chairs for workshop setup is a potential hazard if adherence to proper safety procedures are not provided.
About NWESD 189
For our region, the NWESD provides a centralized point for the set of services and information relevant to K-12 education in Washington. Through the aggregation and pooling of services, administrative overhead costs are minimized. The result of this centralized approach is highly efficient and cost-effective services for our NWESD partner school districts.
Mission: Together We Can... promote equity and excellence through leadership and service.
Vision: To be an indispensable partner to our region's school communities.
Values: Responsive customer service, Open communication, Regional collaboration, Flexible teamwork, Adaptable professional learning, and Positive relationships
Goals: Provide quality services that meet our region's needs. Prepare students for college, career, and citizenship. Foster educator of effectiveness to assure equity and opportunity for all students.