Executive Secretary

Omak School District 19•Bartlett, WA

1d•Onsite

About The Position

The Executive Secretary to the Superintendent will be responsible for providing direct support to the Superintendent and the Board of Directors. The position is responsible for conveying information regarding district functions and procedures; communication with staff, the public and other districts as well as other state and local agencies; ensuring good working relationships as well as compliance with policy, financial, legal and administrative requirements and providing information as requested.

Requirements

Minimum of five (5) years of progressively responsible executive or administrative support experience, including project coordination and public-facing responsibilities preferred.
Knowledge of the organization, functions, and operations of a school system or public-sector organization.
Demonstrated ability to organize work, manage multiple priorities, and meet deadlines in a fast-paced environment with frequent interruptions.
Strong written and verbal communication skills, including the ability to draft professional correspondence from general direction.
Proficiency with computers and standard office software, including word processing, data management, and document preparation.
Ability to work independently while also collaborating effectively with administrators, staff, Board members, and community stakeholders.
Demonstrated ability to establish and maintain effective working relationships across all levels of an organization.
Ability to remain calm, professional, and tactful when managing confidential, sensitive, or emotionally charged situations.
Demonstrated commitment to respectful communication and productive relationships with colleagues, families, and community members from diverse backgrounds.
Ability to attend and provide administrative support at evening and/or weekend meetings, including Board meetings, retreats, and other district events as required.
Proof of High School diploma, or equivalent
Successful clearance of the FBI and Washington State Patrol fingerprint background check.
Successful Washington State Sexual Misconduct clearance.
Completion of federal I-9 form.

Responsibilities

Manage the day-to-day operations of the Superintendent’s Office to ensure efficient administrative and operational support.
Coordinate and maintain the Superintendent’s calendar, including meetings, appointments, conferences, and site visits while ensuring adequate preparation time.
Manage and coordinate the meeting calendars for the Superintendent and Board of Directors, including scheduling meetings, retreats, trainings, and special events.
Serve as the primary point of contact for internal and external stakeholders seeking access to the Superintendent, maintaining appropriate communication protocols.
Screen, prioritize, and route incoming communications including phone calls, emails, correspondence, and visitors; respond independently when appropriate.
Prepare, review, and edit correspondence, reports, presentations, and other written communications for the Superintendent to ensure clarity, accuracy, and alignment with district priorities.
Prepare documents for Superintendent and Board signatures and compose routine correspondence and responses to inquiries.
Coordinate travel arrangements and conference registrations for the Superintendent, Board members, and designated administrative staff.
Prepare, compile, and distribute Board of Directors meeting agendas, packets, and supporting materials in consultation with the Superintendent and Board President, ensuring compliance with public meeting laws and timelines.
Attend Board meetings and other designated meetings to provide administrative support and coordinate meeting logistics.
Record, prepare, and maintain accurate official meeting minutes and records in accordance with state law, district policy, and audit requirements.
Maintain official Board documents, district records, and confidential files related to personnel matters, negotiations, legal issues, and other sensitive information.
Maintain district policy manuals and coordinate the review, revision, and updating of district policies, procedures, and regulations in alignment with state and federal laws.
Monitor changes in education laws and regulatory requirements and assist with district compliance and required reporting.
Coordinate Board member onboarding, training compliance, evaluation processes, and governance-related training.
Demonstrate professionalism, discretion, and confidentiality when handling sensitive or administrative matters and perform other related duties as assigned.