District Secretary / Accounts Payable Specialist (Temporary Leave Replacement)

This is a temporary position to cover a leave of absence. Assignment is expected to begin April 24, 2026 and continues through approximately September 11, 2026.
This position is part-time, four (4) hours per day. Monday-Friday, 12:00pm-4:00pm.

JOB SUMMARY:

This position performs a wide variety of secretarial, clerical and bookkeeping duties using independent judgment within generally defined methods, practices and procedures. The position serves as the front-desk receptionist and administrative support for the District Office while performing a variety of complex fiscal and recordkeeping duties related to accounts payable and financial processing.

ESSENTIAL FUNCTIONS, DUTIES AND RESPONSIBILITIES:

This list of essential functions is not exhaustive and may be supplemented as necessary.

• Organizes and coordinates district operations. Independently performs tasks involving personnel, and facilities and makes related decisions within their scope of authority. Assists in developing office procedures and policies; establishes and maintains recordkeeping systems.
• Maintains and updates computer databases and spreadsheets by verifying and inputting a variety of staff information, including new staff email accounts, keys, system permissions. Including but not limited to job postings and management of the software system.
• Maintain official district records and filing systems in accordance with records retention laws and district policy.
• Coordinates, arranges and prepares necessary materials for major activities such as staff orientation and district wide events.
• Purchasing: Maintain vendor files. Keep informed about sources of supply and new product developments. Assist with competitive bidding, informal quotations, and negotiations. Enter purchase orders from approved requisitions. Keep informed of status of requisitions and orders. Copy and maintain purchase order files.
• Accounts Payable: Manage district credits cards, open invoices, review statements, match purchase orders and invoices to process for payment. Perform data entry in the Skyward system, process vouchers and prepare reports for the Business Manager’s review.
• Warrants: Process approved warrants. Prepare Warrant Register/Supplement and make copies for the Board meetings. Check printed warrants and prepare for mailing.
• Receipt in of district collected monies and deposits.
• Coordinates District travel for staff. Including, but not limited to air, lodging, meals, and conference registration.
• Assist with preparation, posting, and distribution of School Board agendas, packets, and minutes in compliance with the Open Public Meetings Act.
• Supports the district team with reporting of student enrollment.
• Performs receptionist duties by answering and routing telephone calls, and providing assistance to and information to the public in person or by telephone.
• Works cooperatively with administrative staff to maintain a safe and caring school learning environment.
• Performs other related duties as assigned.

UTILIZE THE FOLLOWING OFFICE SYSTEMS AND/OR SOFTWARE

• WSIPC System (WESPaC/Skyward)
• OSPI/EDS Software
• Microsoft EXCEL
• Microsoft WORD
• Multi-line telephone system
• Google Systems (Docs, Gmail, etc.)

REQUIRED KNOWLEDGE, SKILLS AND ABILITIES:

• Knowledge of office practices, procedures and equipment.
• Knowledge of general bookkeeping practices and procedures.
• Ability to develop and maintain office procedures and recordkeeping systems.
• Ability to independently plan, organize and coordinate office activities, often in supervisor’s absence.
• Ability to perform calculations quickly and accurately and record and balance financial data.
• Ability to communicate effectively with district staff, students, parents and the general public using tact, courtesy and good judgment.
• Ability to work independently with a high degree of accuracy and attention to detail to meet deadlines.
• Ability to understand and execute verbal and written instruction, policies and procedures.
• Ability to maintain confidentiality of sensitive information.
• Good attendance and punctuality required.
• Excellent grammar, punctuation, spelling and ability to work independently are required as well as the willingness to learn.

MINIMUM QUALIFICATIONS: Education and Experience

• High School Diploma or GED
• Two years of secretarial experience which included the use of computer applications and bookkeeping responsibilities; or any combination of education and experience which provides the applicant with the knowledge, skills and abilities required to perform the job.
• Ability to successfully complete a basic skills assessment.
• Must pass Washington State Patrol and FBI fingerprint background check.

PREFRRED QUALIFICATIONS: Education and Experience

• Associate’s degree or equivalent coursework in accounting, business, or office administration preferred.
• Experience working in an educational system
• Bilingual (Russian, Ukrainian, or Spanish)
• Minimum of two years of progressively responsible experience in accounts payable, bookkeeping, or fiscal administration (school district experience preferred).
• Accounting/Accounts Payable Experience working with a requisition, purchase order or warrant system.

WORKING CONDITIONS

• Office environment with frequent interruptions and high public contact.
• Requires extended periods of sitting, keyboarding, and computer work.
• Occasional lifting of up to 25 pounds.
• Frequent interaction with district staff, students, parents, vendors, and community members.
• This position reports to the District Superintendent.
• Due to the confidential nature of the position, this position is exempt from the bargaining unit.

All applicants should submit the following:

• Completed application
• Resume
• Cover letter
• Two professional letters of recommendation. Letters should be signed and dated within the past year. At least one letter must be from a current or former supervisor/administrator.
• Current contact information for at least three professional references. At least one confidential reference must be from a current or recent direct supervisor/administrator. Additional confidential references must include colleagues or supervisors who can speak to your professional skills.

This position in not anticipated to reach 630 hours.

SEBB Insurance Program Benefits for eligible positions (630 hours) include:

• Fully and self-insured medical plans with prescription drug benefits
• Health savings accounts (HSA) for high deductible medical plan
• Dental Plans
• Vision Plans
• Life and Accidental Death and Dismemberment (AD&D) Insurance - Employer Paid and Supplemental Options
• Long Term Disability (LTD) Insurance - Employer Paid and Supplemental Options
• Flexible Spending Arrangement (FSA) Option
• Dependent Care Assistance Program (DCAP) Option

Other Benefits:

• Participation in Department of Retirement Systems (DRS)
• Optional participation in 403(b)
• Up to 2 personal leave days per school year
• Up to 12 sick leave days per year
• Up to 20 vacation days per year