Administrative Secretary, Student Services

Tacoma Public Schools - Tacoma, WA (30+ days ago)4.0


Tacoma Public Schools

Expected Start Date: July 2018

FTE: 1.0 (2 vacancies)

Hours per day: 8

Salary Level: OP6 $19.65 - $23.76 DOE

Union/Days per year: Office Professional, 260 work days, 12 month position

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

Additional Information: Salary placement is based on verifiable LIKE experience

Summary:

This position provides administrative secretarial support for the Director(s) of Student Services and the department staff for the success of District-wide goals and initiatives; serves as liaison between the administrator, District staff, and the public; performs a variety of secretarial duties for the department to ensure operational efficiency.

Responsibilities:

ESSENTIAL JOB FUNCTIONS

1. Provides administrative secretarial support to the assigned administrator; composes, edits, and word processes routine and non-routine confidential correspondence, reports, and memoranda; compiles, distributes, records, and files confidential correspondence; schedules appointments and maintains calendar information; prepares for, schedules, coordinates, confirms, and/or attends meetings as required; coordinates travel for trips including travel and conference plans; prepares and processes claim forms for travel expenses for the purpose of providing support.

2. Answers and screens incoming calls and e-mails; processes mail; responds to inquiries as knowledge or expertise permits; assists in the resolution of problems and complaints and/ or directs calls, as needed, to appropriate staff members and/or community services; coordinates communication between staff and administrators; keeps administrators informed of sensitive situations; takes messages as needed for the purpose of providing quality customer service.

3. Collects, captures, and organizes content and data tracking per department assignments and as directed by administrator; edits, designs, maintains, and generates formats for a variety of specialized and mandated reports for the administrator, as directed.

4. Prepares, duplicates, and distributes program materials and packets per department assignment and for assigned student services programs; coordinates preparation, distribution, and return, as applicable, of various documents and reports for the purpose of providing support.

5. Accesses student services and student information systems to update, post, and maintain activities for District staff; performs support functions to ensure operational efficiency; enters results and completes activity; works closely with enrollment services to ensure proper processing.

6. Provides support to administrator in the annual student services review process by collecting and maintaining confidential documents related to the student services review process; composes and edits communication memorandum for the purpose of providing secretarial support.

7. Tracks the departments administrative, discretionary, and various program accounting, including out of District billings for Medicaid in the Health Care Authority (HCA); monitors the budget contracts and contractual services; oversees contract and contractual services renewals and increases; assists with preparation of the required end of year report; assists in the preparation of special education state/federal mandatory reporting in the state granting system.

8. Organizes and maintains filing systems and assigned departmental records such as confidential files, and general files; ensures discretion and confidentiality with the confidential files and communications received from administrators; maintains accurate department records for review by the state or other auditors for the purpose of providing administrative secretarial support.

9. Maintains comprehensive records, schedules, lists, and files on various processes, employee status and issues, and other matters related to department assignments; assists the administrators with interview preparation and manages the interview scheduling, as directed; compiles and enters a variety of data as assigned.

10. Assists with arranging of conferences and events for assigned District staff; orders and gathers materials and supplies; maintains a database of applicable information about conferences and events; prepares forms for expenditures.

11. Organizes, coordinates, and orders general supplies for office staff and department programs; prepares, tracks, and reconciles purchase orders and procurement card usage for department and for various programs; processes registration fees, reimbursement claim forms, invoices, work orders, subscriptions, and requisitions for department and for various programs for the purpose of providing secretarial support.

12. Coordinates transportation for new and existing students and ensures that the transportation office and other parties are notified of address changes, changes of school, and student listings; arranges for bus passes and tokens for programs; completes and submits monthly reconciliation.

13. Researches, collects, compiles, and summarizes data for various projects; prioritizes conflicting needs; handles matter expeditiously, proactively, and follows through on projects to successful completion, often with deadline pressures.

14. Maintains Student Services department website; reviews content with approval of Director; edits and formats Student Services weekly department newsletter; utilizes District communication software to generate program newsletters and compliance notifications.

15. Performs timekeeping activities, as directed; maintains summer vacation schedule and work schedule for the department; maintains the department year-round electronic calendar and distributes to designated staff.

OTHER JOB DUTIES

1. Maintains and updates knowledge and skills required for success in the position by participating in professional development activities as needed or as assigned.

2. Serves as back up to other department staff during absences.

3. Performs related duties as assigned.

4. Regular, reliable, predictable or physical presence is an essential job requirement and

critical to the performance of the work.

CONDITIONS

Office environment; exposed to confidential information; required to concentrate on detail and be precise; experiences frequent interruptions; may need to work with, and defuse, if applicable, difficult and sensitive situations; may be confined to work station for prolonged periods; may be required to travel to multiple District sites; may be required to lift and carry up to 20 pounds, bend, squat, stoop, kneel, crouch, walk, twist, bend, climb, and/or be mobile.

MINIMUM QUALIFICATIONS

Education and Experience

High school graduation or equivalent with three years of increasingly responsible secretarial experience; experience in a school setting, preferred; one year of experience using a database and spreadsheet applications, preferred; AA degree or two-year vocational certificate, preferred; 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 may be evaluated by the Human Resources department for comparability.

Knowledge, Skills and Abilities

Knowledge of general office and secretarial procedures.

Knowledge of Special Education practices and procedures.

Knowledge of student information systems.

Knowledge of state, federal and District laws and policies pertaining to the provision of services to

students with disabilities.

Knowledge of correct grammar, spelling and English usage.

Skill in keyboarding and data entry skills.

Skill in critical thinking.

Skill in providing quality customer service.

Skill in creating presentation materials.

Ability to operate personal computer with word processing, database, spreadsheet, and other

software applications.

Ability to compose correspondence and accurately proofread.

Ability to accurately perform arithmetic calculations.

Ability to work under pressure and meet deadlines.

Ability to organize, prioritize and follow-up.

Ability to multi-task.

Ability to concentrate on detail and be precise.

Ability to demonstrate reasonable, reliable and regular attendance.

Ability to use good judgment and maintain confidentiality.

Ability to participate as a team member.

Ability to work independently with minimal supervision.

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.

This job description is not an employment agreement or contract. Tacoma School 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: Lisa Nolan, 253-571-1252, lnolan@tacoma.k12.wa.us; Title IX Coordinator: Eric Hogan, 253-571-1191, ehogan1@tacoma.k12.wa.us; and 504 Coordinator: Elementary, Steven Mondrag n, smondra@tacoma.k12.wa.us, 253-571-1173; Secondary, Jon Bell, jbell2@tacoma.k12.wa.us, 253-571-1225. Address: P.O. Box 1357, Tacoma, WA 98401-1357.

HRInfo@tacoma.k12.wa.us, (253) 571-1250