Description Tacoma Public Schools Expected Start Date: October 2024
FTE: 1.0
Hours per day: 8
Salary Level: OP5 $30.31 - $40.09 DOE
Benefits: This job has the full range of benefits offered by Tacoma Public Schools.
Union/Days per year: Office Professional 260 workdays; 12-month
Additional Information: Salary placement is based on verifiable LIKE work experience.
Examples Of DutiesSUMMARY
Provides secretarial support to the Director, Innovative Programs and performs a variety of clerical duties to support the program.
ESSENTIAL JOB FUNCTIONS
1. Answers telephone and greets visitors; screens and refers calls; responds to inquiries as knowledge and expertise permit; attempts to calm angry or distraught callers; assists in resolving problems by providing information or appropriate referrals; takes messages, keeps Director informed of sensitive situations.
2. Organizes and maintains filing systems and assigned program records.
3. Composes and/or edits and keyboards routine correspondence, reports, and memoranda from notes, rough drafts or dictation; prepares, duplicates, and distributes various types of correspondence, reports, and related materials; edits and/or designs formats for reports and proposals.
4. Researches, collects, compiles, and summarizes data for various projects; formats data into spreadsheets and data bases to record and retrieve information, trends, and cumulative data; prepares reports, charts, and graphs from collected data; works closely with the Director to complete assigned activities and meet scheduled timelines.
5. Maintains budget records under the guidance of the Director, tracks expenditures, and monitors compliance; assists in preparing budget projections; reconciles procurement card usage.
6. Orders office supplies; processes requisitions, claim forms, invoices, and payroll authorizations; assists in retaining consultants and making arrangements for training workshops.
7. Processes and types grant applications and prepares annual reconciliation of grants; process claims for grants; performs departmental, program, and/or grant budget monitoring and tracking functions.
8. Uses the student information system for entering program related information.
9. Opens, date stamps, and distributes incoming mail; prepares outgoing mail.
10. Coordinates the production, printing, and distribution of various department materials.
OTHER J0B DUTIES
1. Maintains and updates knowledge and skills necessary for success in the position by participating in professional development activities, as needed or as assigned.
2. Performs related duties as assigned.
CONDITIONS
Experiences frequent interruptions; confined to workstation for prolonged periods; experiences prolonged visual concentration and exposure to video display; required to meet inflexible deadlines; may be required to deal with, and if applicable, defuse, difficult, and sensitive situations.
Minimum QualificationsMINIMUM QUALIFICATIONS
Education and Experience
High school graduation or equivalent and one year of secretarial and computer training; one to three years of recent, increasingly responsible secretarial experience; or any combination of experience and training which provides the applicant with the knowledge, skills, and ability required to perform the work.
Allowable Substitution
Equivalent combinations of education and experience will be evaluated by the Human Resources Department for comparability.
Knowledge, Skills and Abilities
Knowledge of general secretarial practices and procedures.
Knowledge of correct grammar, spelling, and English usage.
Knowledge of bookkeeping and budget tracking.
Knowledge of district and school policies, regulations, and rules.
Keyboarding skill at 40 wpm; data-entry skill.
Skill in Microsoft Office Suite.
Skill with word processing and spreadsheet software.
Skill in obtaining, clarifying, and exchanging information.
Ability to learn new computer applications.
Ability to accurately perform arithmetical calculations.
Ability to preserve confidentiality.
Ability to set priorities and meet deadlines.
Ability to multi-task and prioritize work.
Ability to provide excellent customer service.
Ability to remain focused in spite of frequent interruptions.
Ability to work effectively under pressure of deadlines.
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.
Licenses/Special Requirements
Fingerprints and successful WSP and FBI background clearance/Sexual Misconduct clearance.
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: Elise Friedrich-Nielsen, 253-571-1065, efriedr@tacoma.k12.wa.us
Mailing address: P.O. Box 1357, Tacoma, WA 98401-1357.
Closing Date/Time: 10/2/2024 11:59 PM Pacific
