Secretary Innovative Learning Programs

Tacoma Public Schools

Expected Start Date: As soon as possible

FTE: 1.0

Hours per day: 8

Salary Level: OP5 $31.37 - $41.49 DOE

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

Union/Days per year: Office Professional 194 workdays; 10-month. Salary placement is based on verifiable LIKE work experience.

Examples Of Duties

Provides secretarial support to the Director, Innovative Programs and performs a variety of clerical duties to support the program. Essential job functions include:

• Answering telephone and greeting visitors; screening and referring calls; responding to inquiries as knowledge and expertise permit; attempting to calm angry or distraught callers; assisting in resolving problems by providing information or appropriate referrals; taking messages, keeping Director informed of sensitive situations.
• Organizing and maintaining filing systems and assigned program records.
• Composng and/or editing and keyboarding routine correspondence, reports, and memoranda from notes, rough drafts or dictation; preparing, duplicating, and distributing various types of correspondence, reports, and related materials; editing and/or designing formats for reports and proposals.
• Researching, collecting, compiling, and summarizing data for various projects; formatting data into spreadsheets and databases to record and retrieve information, trends, and cumulative data; preparing reports, charts, and graphs from collected data; working closely with the Director to complete assigned activities and meet scheduled timelines.
• Maintaining budget records under the guidance of the Director, tracking expenditures, and monitoring compliance; assisting in preparing budget projections; reconciling procurement card usage.
• Ordering office supplies; processing requisitions, claim forms, invoices, and payroll authorizations; assisting in retaining consultants and making arrangements for training workshops.
• Processing and typing grant applications and preparing annual reconciliation of grants; processing claims for grants; performing departmental, program, and/or grant budget monitoring and tracking functions.
• Using the student information system for entering program related information.
• Opening, date stamping, and distributing incoming mail; preparing outgoing mail.
• Coordinating the production, printing, and distribution of various department materials.

Other job duties include maintaining and updating knowledge and skills necessary for success in the position by participating in professional development activities, as needed or as assigned. Performs related duties as assigned.

Minimum 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 substitutions 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 PowerPoint, Quicken and ACCESS. Skill in 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.

Nondiscrimination Statement

Tacoma Public Schools does not discriminate in any programs or activities on the basis of sex, race, ethnicity, creed, religion, color, national origin, immigration or citizenship status, age, veteran or military status, sexual orientation, gender expression, gender identity, homelessness, disability, neurodivergence, or the use of a trained dog guide or service animal and provides equal access to the Boy Scouts and other designated youth groups.

Civil Rights Coordinator, Gender-Inclusive Schools Coordinator, and Title IX Coordinator: Tiffany Davis-Brantley View phone number on click.appcast.io, View email address on click.appcast.io

Section 504 Coordinator: Laura Tuman View phone number on click.appcast.io, View email address on click.appcast.io

Tacoma Public Schools Mailing Address: P.O. Box 1357 Tacoma, WA 98401-1357