Description Tacoma Public Schools Expected Start Date: As soon as possible
FTE: 1.0
Hours per day: 8
Salary Level: OP6 $29.91 - $39.18 DOE
Union/Work Year: 260 days 12-month
Benefits: This job has the full range of benefits offered by Tacoma Public Schools.
Additional Information: Salary placement is based on verifiable LIKE work experience.
Examples Of DutiesThis 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 FUNCTIONS1. 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 DUTIES1. 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.
CONDITIONSSchool 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.
Minimum QualificationsEducation and ExperienceHigh 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 RequirementsMay 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 SubstitutionEquivalent 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.
Supplemental InformationThis job description is not an employment agreement or contract. District administration has the exclusive right to alter this job description at any time without notice. The statements contained herein reflect general details as necessary to describe the primary functions of this job, the level of knowledge and skill typically required and the scope of responsibility, but should not be considered an all-inclusive listing of work requirements. Individuals may perform other duties as assigned including work in other functional areas to cover absences or relief, to equalize peak work periods or otherwise balance the workload
Tacoma Public Schools does not discriminate in any programs or activities on the basis of sex, race, creed, religion, color, national origin, age, veteran or military status, sexual orientation, gender expression or identity, disability, or the use of a trained dog guide or service animal and provides equal access to the Boy Scouts and other designated youth groups. The following employees have been designated to handle questions and complaints of alleged discrimination:
- Civil Rights Coordinator: Renee Trueblood, 253-571-1252, civilrights@tacoma.k12.wa.us
- Title IX Coordinator: Wayne Greer, 253-571-1191, wgreer@tacoma.k12.wa.us
- 504 Coordinator, Elementary: Jennifer Herbold, 253-571-1096, jherbol@tacoma.k12.wa.us
Mailing address: P.O. Box 1357, Tacoma, WA 98401-1357.
Closing Date/Time: 7/29/2024 11:59 PM Pacific
