Job Description
The Washington Schools Risk Management Pool is seeking an Executive Assistant that will assist the Executive Director in the daily operation of the organization through a wide variety of complex and confidential administrative support. The Executive Assistant serves as the Clerk of the Board for the WSRMP Executive Board. The Executive Assistant is also responsible for communicating information on behalf of WSRMP and the governing board to its staff, other organizations, public agencies and governing bodies.
The Washington Schools Risk Management Pool (WSRMP) is a self-funded non-profit risk pool composed solely of 93 public schools, 7 Educational Service Districts, and their inter-local cooperatives. WSRMP exists in partnership with its members to provide staff and student communities a safe and protected educational environment while protecting member resources. To learn more about WSRMP, visit https://wsrmp.com/about-wsrmp/
Minimum Qualifications
JOB DESCRIPTION
EXECUTIVE ASSISTANT
PURPOSE STATEMENT
The job of Executive Assistant is done for the purpose/s of assisting the Executive Director in the daily operation of the organization through a wide variety of complex and confidential administrative support. The Executive Assistant serves as the Clerk of the Board for the WSRMP Executive Board. The Executive Assistant is also responsible for communicating information on behalf of WSRMP and the governing board to its staff, other organizations, public agencies and governing bodies.
This job reports to Executive Director.
ESSENTIAL FUNCTIONS
· Compiles data from a variety of sources for the purpose of complying with financial, legal and/or administrative requirements.
· Coordinates a variety of activities on behalf of the Executive Director and Executive Board for the purpose of ensuring availability of facilities, equipment and/or accommodations and delivering services in compliance with established guidelines.
· Coordinates and assigns work assignments to administrative staff, may act as a project lead or project team member; reviews and monitors workflow.
· Conducts and/or attends meetings, workshops and seminars for the purpose of providing information, recording minutes, coordinating materials distribution and/or supporting the needs of other attendees.
· Develops and implements comprehensive systems and processes (e.g. project planning, event management, meeting organization, etc.) for the purpose of ensuring productive and efficient operational support.
· Embodies the principles and practices that form our culture and commitment to Diversity, Equity and Inclusion for the purpose of meeting the WSRMP’s Mission and Targeted Strategies.
· Maintains a variety of manual and electronic documents, files, databases, records, and archives for the purpose of providing up-to-date reference and audit trail for compliance with district, local, state and federal regulations.
· Occasional travel may be required
· Prepares a wide variety of written materials (e.g. meeting agendas, board packets, board minutes, board policies and resolutions, board surveys, project tracking, and monitoring timelines and reports) for the purpose of documenting, scheduling, synthesizing and conveying information, and for ensuring clear, accurate, and timely communication.
· Prepares, compiles, updates and distributes multiple mass communications broadcasts, announcements and surveys to members.
· Responsible for consistency in WSRMP brand, image and messaging in all internal and external communication media.
· Researches a wide variety of topics for the purpose of providing information and or recommendations for action.
· Serves as Clerk of the Board for the WSRMP Executive Board including complex scheduling and meeting management; facilitates, records and transcribes meetings.
· Supports Executive Director for the purpose of providing assistance with administrative functions.
OTHER FUNCTIONS
· Assist other personnel as may be required for the purpose of ensuring an efficient and effective work environment.
JOB REQUIREMENTS: MINIMUM QUALIFICATIONS
SKILLS are required to perform single, technical tasks with a potential need to upgrade skills in order to meet changing job conditions. Specific skill-based competencies required to satisfactorily perform the functions of the job include: See competencies under Abilities below.
KNOWLEDGE is required to perform basic math, including calculations using fractions, percentages, and/or ratios; read a variety of manuals, write documents following prescribed formats, and/or present information to others; and analyze situations to define issues and draw conclusions. Specific knowledge-based competencies required to satisfactorily perform the functions of the job include: See competencies under Abilities below.
ABILITY is required to schedule a number of activities, meetings, and/or events; often gather, collate, and/or classify data; and consider a number of factors when using equipment. Flexibility is required to work with others in a wide variety of circumstances; analyze data utilizing defined but different processes; and operate equipment using defined methods. Ability is also required to work with a diversity of individuals and/or groups; work with data of varied types and/or purposes; and utilize job-related equipment. Problem solving is required to analyze issues and create action plans. Problem solving with data requires independent interpretation of guidelines; and problem solving with equipment is limited to moderate. Specific ability-based competencies required to satisfactorily perform the functions of the job include:
JOB-SPECIFIC COMPETENCIES
ACCURACY AND ATTENTION TO DETAIL: Ensures work is thoughtfully completed, accurate, and error free to the highest degree possible.
CUSTOMER FOCUS: Commits to clarifying and supporting internal and external customers’ goals and strives to meet their expectations and requirements. Consistently acts with customers in mind. Holds self-accountable for providing high-quality, responsive and personable customer service.
MEETING PLANNING: Coordinates all aspects of events and/or professional meetings, including scheduling, budget management, and other logistical details. Collaborates with others to ensure execution.
PLANNING, ORGANIZATION, AND PRIORITIZATION: Assesses the work to be performed, and considers how it should be organized and accomplished, with appropriate priorities and realistic time parameters.
RECORDKEEPING AND DOCUMENTATION: Gathers, organizes, and maintains records, following confidential information and security protocols as needed. Accurately documents relevant/essential actions, processes, and practices.
RESPONSIBILITY
Responsibilities include: working independently under broad organizational guidelines to achieve department objectives; leading, guiding, and/or coordinating others; tracking budget expenditures. Utilization of resources from other departments is often required to perform the job's functions. There is a continual opportunity to impact the organization’s services.
WORK ENVIRONMENT
The usual and customary methods of performing the job's functions require the following physical demands: some lifting, carrying, pushing, and/or pulling, and significant fine finger dexterity. Generally, the job requires 80% sitting, 10% walking, and 10% standing. This job is performed in a generally clean and healthy environment.
RESIDENCY: Washington state
EXPERIENCE: Job related experience with increasing levels of responsibility is required
EDUCATION: Community college and/or vocational school degree with study in job-related area
EQUIVALENCY:
REQUIRED TESTING
CERTIFICATES AND LICENSES
Valid WA Driver’s License
WSRMP approved driving record
CONTINUING EDUCATION / TRAINING
CLEARANCES:
Criminal Justice/Background Clearance
COVID-19 PROTOCOL
WSRMP requires all employees to be fully vaccinated against COVID-19 unless a medical or religious exemption is approved. Being fully vaccinated means that an individual is at least two weeks past their final dose of an authorized COVID-19 vaccine regimen. As a condition of employment, newly hired employees will be required to provide proof of their COVID-19 vaccination.
FLSA STATUS: Exempt
Company Description
Self-Insured Insurance Pool. We provide property and casualty insurance to approximately 130 school districts in the state of Washington.