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  • MS Records & Scheduling Assistant - Mason

    Tacoma, Washington United States TACOMA PUBLIC SCHOOLS Full Time Dec 17, 2025
    Tacoma Public Schools Employer:

    TACOMA PUBLIC SCHOOLS

    Tacoma Public Schools (TPS) is one of the largest districts in Washington State serving approximately 30,000 children in preschool through grade 12. The district has 35 elementary schools, 11 middle schools, 10 high schools and 4 early learning centers. 19 schools are designated as innovative.  TPS has nearly 5,000 employees and is one of the largest employers in Tacoma.   

    Job Description

    Tacoma Public Schools

    Expected Start Date: January 2026

    FTE: 1.0

    Hours per day: 8

    Salary Level: OP6 - Range is $32.72/hour - $42.86/hour - Depending on verifiable LIKE work experience

    Union/Days per year: Office Professional; 12-month; 260 days

    Benefits: This job has the full range of benefits offered by Tacoma Public Schools

    This position monitors and processes the enrollment and withdrawals of students at the assigned school; establishes, organizes, and maintains comprehensive student record management and retention system; processes and officiates requests for transcripts and records; assists in establishing the assigned school’s master schedule; ensures compliance with District, state and federal guidelines for student information and records; supports the staff at the assigned school.

    ESSENTIAL JOB FUNCTIONS

    1. Serves as contact point for students and parent(s)/guardian(s) on eligibility for school registration and enrollment; explains District procedures and requirements; scrutinizes and processes student enrollment with appropriate home address verification, immunization verification, receipt of student records, and completion of paperwork in enrollment packet; maintains daily log of student records that are received; assists the creation of student schedules, per direction from an administrator and/or counselor, and performs accurate review of student records for the purpose of processing students for enrollment and demonstrating exceptional customer service.

    2. Collaborates with Special Education and other appropriate District staff to ensure student is screened for appropriate placement and services for the purpose of processing students for enrollment and demonstrating exceptional customer service.

    3. Establishes, organizes and maintains a comprehensive student record system at assigned school in accordance with District, state and federal policy, procedure, and laws; ensures compliance with District, state and federal regulations for student record protection; creates different types of files based on specific criteria for each student to maintain confidentiality; files student test results; files documents as they relate to student inactive and active records; reviews student records to ensure data is accurately and uniformly recorded and retained for auditing purposes per District, state, and federal guidelines for the purpose of maintaining a comprehensive student record system and ensuring compliance with District, state, and federal guidelines.

    4. Records and maintains student personal information in the student information system; reproduces student transcripts for data entry; enters and ensures accuracy of student enrollment and withdrawal information for District and state reporting; ensures student data is aligned with District and state requirements; monitors negative withdrawals to assist with District graduation rate initiative; generates a variety of building reports, as requested by administrators and staff, for the purpose of maintaining a comprehensive student system for the assigned school.

    5. Inputs and builds, as directed by administrator, the master schedule in the student system; enters accurate course codes for assigned school, course descriptions, and other data into computer for grades, and scheduling; communicates with administrative staff regarding scheduling and curriculum; checks completed master schedule for accuracy; maintains master schedule throughout school year and, if applicable, summer sessions; enters transcripts, as directed, for the purpose of supporting school staff.

    6. Processes student withdrawals from assigned school; verifies parent(s)/guardian(s) identity; assists in completing of withdrawal forms and obtaining grades from teachers; updates withdrawal data in student information system; determines where student is going; upon request, sends official records to new school within the timeframe dictated by government rules; prepares unofficial copy of records to give to student and parent(s)/guardian(s) at time of dismissal to facilitate a smooth transition; maintains daily log of student records that are sent for the purpose of processing students for withdrawals.

    7. Serves as resource to staff and administrators regarding student confidential files; pulls student files for auditors and staff, as requested; coordinates disposal of files per established retention schedule for the purpose of ensuring compliance and supporting school staff.

    8. Assists with the mark reporting information and verification of student status for progress reports and report cards; replies to questions about students and student records from state, federal, legal authorities, educational verification services and community and military agencies in accordance with District, state and federal regulations for the purpose of ensuring compliance and demonstrating exceptional customer service.

    9. Answers telephone; screens calls; greets and assists students, parent(s)/guardian(s), staff and the public; takes messages for staff members; makes appropriate referrals; makes appointments for guidance staff as directed; responds to inquiries and requests for documentation and information per District, state, and federal guidelines; processes and completes office mailings as needed; orders and maintains office supplies as needed for the purpose of supporting school staff.

    10. May assist ill or injured students in the health room in the absence of the school nurse and contacts parents/guardians to arrange transportation home.

    OTHER JOB DUTIES

    1. Maintains and updates knowledge and skills necessary for success in the position by participating in professional development activities, meetings, seminars and workshops, as needed or as assigned.

    2. Maintains knowledge of current developments and requirements related to student records management, retention and enrollment procedures.

    3. Acts as back up to other office staff, as directed; performs related duties as assigned, on a temporary basis.

    4. Regular, reliable, predictable attendance or physical presence is an essential job requirement and critical to the performance of the work.

    CONDITIONS

    School environment; required to concentrate on detail and be precise; may experience frequent interruptions from telephone calls and visitors to the office; experiences confinement to work station and video display; may be required to work with and defuse, as appropriate, difficult and sensitive situations; lift/move boxes, stoop, bend and reach overhead; may be required to lift and carry up to 20 pounds, bend, squat, stoop, kneel, crouch, walk, twist, climb, and/or be mobile.

    Education and Experience

    High school diploma or equivalent with training in business office skills; AA degree in business or related field, preferred; and two to four years of experience in business environment including records maintenance required; experience working in a school setting, preferred or any combination of experience and training which provides the applicant with the knowledge, skills, and ability required to perform the work.

    Licenses/Special Requirements

    May be required to obtain first aid certificate or CPR training.

    May be required to have annual training for dispersion of student medications.

    Fingerprints and successful WSP and FBI background clearance/sexual misconduct clearance.

    Allowable Substitution

    Equivalent combinations of education and work experience will be evaluated by the Human Resources department for comparability.

    Knowledge, Skills and Abilities

    Knowledge of Federal and State laws and District guidelines/policies for record protection pertaining to confidential student records.

    Knowledge of general office procedures.

    Knowledge of correct grammar, spelling, punctuation and English usage to prepare professional correspondence.

    Knowledge of computers and related software in word processing, spreadsheets, data bases and other applicable software applications.

    Skill in obtaining, clarifying and exchanging information.

    Skill in providing quality customer service.

    Skill in effective problem solving and decisions making.

    Skill in data entry, word processing and spreadsheet software applications.

    Skill in navigating student data system and performing data queries.

    Skill in operating a variety of office machines.

    Ability to operate a personal computer with applicable software applications.

    Ability to exercise good judgment and maintain confidentiality.

    Ability to obtain, clarify, and exchange information.

    Ability to communicate effectively with a variety of people.

    Ability to accurately perform mathematical calculations.

    Ability to organize, set priorities, coordinate activities, and meet deadlines with excellent follow through.

    Ability to concentrate on detail and be precise.

    Ability to work under pressure.

    Ability to maintain comprehensive record keeping systems.

    Ability to multi-task.

    Ability to participate as a team member.

    Ability to demonstrate reasonable, reliable, and regular attendance.

    Ability to establish and maintain effective working relationships with a variety of people in a multi-cultural, diverse socio-economic setting.

    Closing Date/Time: Mon, 22 Dec 2025

    Please mention you found this employment opportunity on the CareersInGovernment.com job board.

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Government Training Jobs: Empowering the Next Generation of Public Servants

Government Training Jobs: Empowering the Next Generation of Public Servants
 

Introduction

The federal government offers a diverse array of education and job training programs across various departments and agencies. These roles cater to different skill sets and interests, providing opportunities for professionals from various backgrounds.

Free to explore the opportunities here, you can find a position that not only utilizes your skills but also allows you to contribute meaningfully to the development of our nation's public workforce. The world of government training jobs is vast and full of potential – your perfect fit might be just around the corner!

 

Qualifications and Skills Required

Securing a government training position requires a blend of education, experience, and specific skills. While requirements may vary depending on the role and agency, there are common qualifications sought after in government training jobs.

Educational Background

Most government training positions require at least a Bachelor's degree, often in fields such as education, human resources, psychology, or business administration. Some roles may require or prefer a degree related to the specific subject matter being taught. For more advanced positions, a Master's degree may be necessary or give you a competitive edge.

Relevant Experience

Agencies often look for candidates with prior teaching or training experience, a background in instructional design, expertise in curriculum development, and familiarity with adult learning principles. Previous work in the public sector can be a plus, though it's not always required.

Communication Skills

Strong communication skills are essential for effective trainers. You'll need to excel in public speaking, written communication, active listening, and interpersonal communication. These skills will enable you to convey complex ideas clearly and engage with diverse audiences.

Technical Proficiency

Technical proficiency is increasingly important in today's digital age. Depending on the role, you may need skills in e-learning authoring tools, learning management systems, Microsoft Office Suite, video editing software, and data analysis tools. Familiarity with these technologies can set you apart from other candidates.

Adaptability and Continuous Learning

Adaptability and a commitment to continuous learning are vital in this ever-evolving field. Government trainers must stay updated with new technologies and methodologies, adapt to changes in policies and regulations, and be willing to learn new skills and subject matter as needed.

Remember, each position and agency may have unique requirements. Always carefully review job announcements and tailor your application to highlight how your specific qualifications align with the role you're seeking. During the hiring stage, prepare adequately for interviews by accentuating your skills.

Careers In Government
 

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Launch your career with Careers in Government! Explore exciting opportunities, connect with passionate professionals, and shape your legacy.

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Benefits of Working in Government Training

Embarking on a career in government training offers a unique blend of personal fulfillment and professional advantages. Let's explore the numerous benefits that make this field an attractive choice for many job seekers.

Job Stability and Security

Government positions are known for their stability, offering a level of job security that's often unmatched in the private sector. As a government trainer, you'll enjoy the peace of mind that comes with steady employment, even during economic downturns.

Diverse Work Environment

Government agencies serve a wide range of communities, fostering a diverse and inclusive work environment. You'll have the opportunity to collaborate with colleagues from various backgrounds, enriching your professional experience and personal growth.

Meaningful Impact

Perhaps one of the most significant benefits is the chance to make a real difference. Your work as a government trainer directly contributes to:

  • Improving public services

  • Enhancing government efficiency

  • Shaping policies that affect millions of lives

Clear Career Progression

Government jobs often have well-defined career paths with opportunities for advancement. As you gain experience and expertise, you can move up to senior training roles, management positions, or even transition to different agencies with the right contact.

Retirement Benefits

Government jobs are renowned for their excellent retirement benefits. You'll have access to pension plans and retirement savings options that can provide financial security long after your working years.

From job security to the opportunity for meaningful impact and continuous growth, government training positions provide a fulfilling career path for those passionate about education and public service.

 

Conclusion

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As you consider your career options, remember that a role in government training will create the opportunity to shape the future of our public workforce and contribute to the efficient operation of our nation's services. Whether you're just starting your career or looking for a change, the world of government training jobs awaits with open arms.

Your skills, passion, and dedication could be the key to empowering the next generation of public servants. Explore the opportunities available in government training today and embark on a career path that offers both personal satisfaction and professional growth. The future of government training - and the positive change you can bring to public service - starts with you.

Unlock Government Opportunities with Careers in Government

Elevate your career or find the ideal government talent on Careers in Government! Explore and shape the future with us.

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