This is an 8.0 hour per day, 260 day Administrative Assistant I - Business Services position with benefits at the District Office.

Anticipated start date is as soon as possible.

Hours for this position are 8:00 a.m. - 4:30 p.m.

JOB TITLE:                                       Administrative Assistant I, Business Services

JOB CLASSIFICATION:                    Office/Accounting – MACP

REPORTS TO:                                    Director of Business Services and Safety

JOB SUMMARY:

Perform a variety of duties to support the fiscal and administrative operations of the Business Services Department and Safety Department.

PERFORMANCE RESPONSIBILITIES AND ESSENTIAL FUNCTIONS:

• Monitor requisitions for procurement compliance in line with local, state, and federal regulations, train staff on purchasing components of the district’s financial system, and provide assistance related to district purchasing procedures.
• Process daily bank deposit reconciliations district-wide and make department bank deposits daily.
• Serve as the department initial point of contact for department visitors and vendors.
• Serve as liaison for new vendor set-up including W-9 processing and addressing vendor inquiries.
• Schedule vehicles for district use including scheduling and coordinating with Transportation Department for vehicle maintenance and repair.
• Serve as district liaison for state records retention rules and procedures related to finance and business operations; maintains records retention log; coordinates records retention and disposal for Business Services.
• Serve as district liaison with convenience copier vendor.
• Act as a licensed Notary for district and community benefit.
• Provide clerical support, filing, answer phones and direct inquiries to appropriate personnel; and assist with other duties as directed for the purpose of providing quality customer service.
• Perform various mail processing functions. Sort and distribute U.S. mail and inter-district mail; meter U.S. mail; receive UPS deliveries and provide notification to department of delivery; read meter machine account for proper funds transfer; and produce monthly postage account reports.
• Process various documents and perform functions such as prepare and mail correspondence; respond to inquiries; maintain responsibility for a variety of information record keeping i.e., fiscal and/or student records; document filing, tracking information, data entry, etc.
• Create and mail invoices for accounts receivable; follow up for payments and follow collection procedures as necessary.
• Assist in performing physical inventory of items across the district.
• Prioritize and organize tasks for the purpose of meeting deadlines, accessibility of information, and completing job duties in a timely manner.
• Comply with District Policies.
• Perform other duties as required or assigned by supervisor(s) for the purpose of maintaining an organized and efficient environment.

JOB REQUIREMENTS: MINIMUM QUALIFICATIONS

Skills, Knowledge and Abilities required to satisfactorily perform the functions of the job.

• Skill and ability to communicate both verbally and in-writing with all individuals in a professional and courteous manner.
• Skill and ability to follow and give written and verbal instructions.
• Ability to exercise discretion and maintain trust and confidentiality.
• Ability to develop positive, amenable relationships with staff, students, and public.
• Skill in effective organization and efficiency.
• Skill in accuracy and attention to detail.
• Knowledge and ability to successfully use basic math and write routine documents using correct spelling, grammar and punctuation.
• Skill and ability with operating office equipment, which may include: telephone, computer, typewriter, calculator, copier, laminator and media equipment.
• Knowledge of and ability to use various software programs related to job responsibilities.
• Ability to complete multiple tasks simultaneously with frequent interruptions.
• Ability to maintain regular and punctual attendance.

Education/Training:

• High school diploma or its equivalent.
• Word process with accuracy at 40 w.p.m.
• Vocational or technical clerical training preferred.
• Current First Aid/CPR Certification preferred.

Experience:

• One (1) year of applicable office or clerical experience. Vocational or technical clerical training may substitute for work experience.

PHYSICAL REQUIREMENTS:  Administrative Assistant I, Business Services

Other special tools or equipment used with this position:

• Postage machine
• Hand truck

Mukilteo School District does not discriminate in any programs or activities on the basis of sex, race, creed, religion, color, national origin, age, veteran or military status, sexual orientation, gender expression or identity, disability, or the use of trained dog guide or service animal and provides equal access to the Boy Scouts and other designated youth groups. The following employees have been designated to handle questions and complaints of alleged discrimination: Civil Rights Coordinator and Title IX Coordinator Simone Neal (425-356-1319), NealSR@mukilteo.wednet.edu, Section 504 Coordinator Becca Anderson (425-356-1277), AndersonRA@mukilteo.wednet.edu, and the ADA/Access Coordinator Karen Mooseker (425-356-1330), MoosekerKW@mukilteo.wednet.edu. Address: 9401 Sharon Drive in Everett, WA. Inquiries regarding ADA/Access issues at Sno-Isle TECH Skills Center should be directed to Wes Allen, Director (425-348-2220) AllenWR@mukilteo.wednet.edu. Address: 9001 Airport Road in Everett, WA 98204.