Description Tacoma Public Schools Expected Start Date: As soon as possible
FTE: 1.0
Hours per day: 8 hours
Salary Level: OP-4 $28.05 - $37.73, depending on experience and preparation
Examples Of DutiesThis position provides secretarial assistance in a District elementary school office; performs a variety of clerical and office duties, depending upon the needs of the school, to facilitate the operation of the school office; provides support and quality customer service to students, parents, staff, and the public.
ESSENTIAL JOB FUNCTIONS 1. Greets students, parents and other visitors to the school office; assists in filling out forms; answers phone and answers questions for the purpose of providing quality customer service.
2. Enrolls and processes new students; determines eligibility in school or District zone; checks to see if immunizations are current through access to State Immunization Information system; prepares enrollment packets for school and/ or programs, as required; enters students data into the District Student Software program; notifies Principal for placement; notifies teacher, specialist, if needed, and cafeteria; gives tour to new student for the purpose of providing support and quality customer service.
3. Collaborates with Nutrition Services for student approval of free and reduced meal program for the purpose of providing support and quality customer service.
4. Maintains students’ files such as report cards, tests scores, student pictures, correspondence and discipline letters for the purpose of performing office duties.
5. Provides general clerical and office duties, as needed for Administrators, Counselor and Teachers for the purpose of providing secretarial assistance.
6. Signs in substitutes; prepares schedules; disburses keys; communicates with substitute office; prepares loss of planning forms, as needed, for the purpose of facilitating the operation of the school.
7. Maintains students’ attendance records for school and/or programs; prepares attendance report daily; creates BECCA and other discipline letters as directed for the purpose of performing office duties.
8. May maintain accounting ledgers for budget expenditures; handle petty cash account, as directed, for the purpose of providing back- up assistance.
9. Processes paperwork for withdrawing students; notifies teacher, specialist, as needed, and cafeteria; complies with Federal guidelines for processing student records for the purpose of facilitating the operation of the school and providing support.
10. Prepares the State monthly enrollment reports; runs elementary classification, registration and TPS general reports to determine validity of State reporting for the purpose of facilitating the operation of the school.
11. Prepares work orders for maintenance; handles building authorizations; processes paperwork for building use; maintains calendar for building usage and field trips for the purpose of facilitating the operation of the school.
12. May order and maintain general office supplies inventory for the purpose of performing office duties.
13. Distributes interoffice and U.S. mail; receives money for cash funds from cafeteria; releases to District courier; maintains log of courier pick up for the purpose of performing office duties.
14. Assists with counter work; may train and may oversee work of student assistants; processes volunteers with application completion and background checks for the purpose of facilitating the operation of the school and providing support and quality customer service.
15. Assists with providing first aid, nursing to students, enters health room visit data into District system; completion of accident reports and dispersing of student medications, as required, for the purpose of providing support.
16. May assist with student bus transportation needs for the school and/or programs by working with the District Transportation Department for the purpose of providing support.
OTHER JOB 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. Provides back up assistance to other department staff and performs other duties as assigned, on a temporary basis.
3. Regular, reliable, predictable attendance or physical presence is an essential job requirement and critical to the performance of the work.
CONDITIONS Required to concentrate on details and be precise; experiences frequent interruptions; required to work with and defuse, if appropriate, difficult and sensitive situations and/or people; may be exposed to infectious diseases; 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 Experience High school graduation or equivalent with at least one year of secretarial or clerical work experience, preferably two years in an educational setting; 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.
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 experience will be evaluated by the Human Resources Department for comparability.
Knowledge, Skills and Abilities
Knowledge of general secretarial procedures.
Knowledge of correct grammar, spelling and English usage.
Skill in keyboarding and data entry skills.
Skill in composing, proofreading and editing correspondence.
Skill with operating a personal computer with word processing, database and spreadsheet software.
Skill in obtaining, clarifying, and exchanging information.
Skill in providing high quality customer service.
Ability to operate a personal computer with word processing software applications.
Ability to organize a variety of activities.
Ability to work effectively with minimal direction and under pressure.
Ability to provide high quality customer service.
Ability to demonstrate reasonable, reliable and regular attendance.
Ability to accurately perform arithmetic calculations.
Ability to obtain, clarify and exchange information.
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
- 504 Coordinator, Secondary: Megan Nelson, 253-571-1003, mnelson@tacoma.k12.wa.us
Mailing address: P.O. Box 1357, Tacoma, WA 98401-1357.
Closing Date/Time: 10/2/2024 11:59 PM Pacific
