Substitute - Office/Clerical Job Spanaway area,Washington USA,Administrative/Clerical

Substitute – Office/Clerical (Job )

Location:

DISTRICT WIDE

Position Type:
Substitute / Classified

Hours and Days Vary. Pay: $21.86 per hour (2025-26 Salary)

Position available for the 2026-27 school year; closing date: 05/31/2027.

DESCRIPTION

This position provides a variety of office support to an assigned program, including receptionist duties, composing and typing correspondence and reports, record tracking, budget or financial tracking, providing customer service, operating a computer, maintaining knowledge of program rules and regulations, producing custom reports, and other support functions.

REPORTING RELATIONSHIPS

Reports to the Assistant Director of Human Resources. May also receive guidance from certificated staff when substituting at specific locations.

ESSENTIAL FUNCTIONS

Maintain program records and research; track records for compliance and/or completion; input data into computer; produce reports; monitor grant monies; coordinate and maintain assessment materials, schedules, results, and communicate appropriately to assigned program/department.

Prepare monthly newsletters, routine forms, memoranda and correspondence; proofread and distribute materials.

Answer telephone and greet office visitors; provide program information and advice to staff members, parents, and professionals; use tact and confidentiality; respond to requests, route callers, take messages; keep communication lines open among teachers, staff, supervisors, parents and community; provide a positive, service‑oriented relationship.

Review and balance budgets with monthly financial reports including encumbered expenses; monitor receivables; make appropriate coding and posting changes.

Maintain inventory and records.

Operate a computer and a variety of software packages such as word processing, spreadsheet, database, desktop publishing, mainframe applications; provide routine and custom reports.

Maintain current knowledge of program rules, regulations, laws, and procedures; process materials for program compliance.

Track projects and deadlines; coordinate with others to meet program deadlines; report monthly enrollment counts for categorical programs.

Provide clerical support: typing correspondence, reports, memoranda; compose correspondence; maintain calendar; arrange travel and conferences; create and maintain files; take minutes; prepare agendas; perform office support.

Receive, open, date stamp and route incoming mail; screen mail and take appropriate action.

Model appropriate and cooperative behavior, protecting confidential information per district ethical guidelines.

Provide backup and peak load assistance as requested.

Work with auditors and/or program compliance personnel.

Purchase refreshments for meetings and conferences; track refreshment expenses.

Serve on district committees and/or departmental work teams; model appropriate behavior and confidentiality.

Perform related duties consistent with the scope and intent of the position.

MENTAL DEMANDS

Adapt to shifting priorities and frequently re‑channel work effort; require concentration and attention to detail; may occasionally deal with difficult individuals.

PHYSICAL DEMANDS

Work at a visual display terminal for prolonged periods; sit for prolonged periods; some positions may require travel to school sites.

MINIMUM QUALIFICATIONS

Education and Experience

Two (2) years of training in secretarial procedures involving maintaining detailed records and customer service.

Allowable Substitutions

Advanced training in business or secretarial procedures may substitute for up to one (1) year of the required experience on a month‑for‑month basis; other alternatives acceptable as determined by the district.

Required Knowledge,

Skills and Abilities

Effective communication, customer service and public relations; knowledge of office procedures, VAX system, bookkeeping, accounting, budget spreadsheets, keyboarding and data entry; operating a computer and specific software; grammar, spelling and usage; arithmetic calculations; composing and formatting correspondence, reports, graphs, charts; file and record maintenance; organization, prioritization; confidentiality; establishing effective relationships…

Substitute - Office​/Clerical

Substitute - Office/Clerical