School Office Secretary - Tacoma Public Schools - Tacoma, WA

FTE: 1.0

Hours per day: 8

Salary Level: OP 4 $16.19 – $19.94 per hour, DOE; Salary placement is dependent upon verifiable LIKE experience

Union/Days per year: Office Professional, 206 work days, 10 months

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

Click here to view benefits.

Summary:
This 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.

Responsibilities:
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 reports daily; c reates 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.

CONDITIONS

Required to concentrate on details and be precise; experiences frequent interruptions; required to work with and diffuse, if appropriate, difficult and sensitive situations; may be exposed to infectious diseases.

Other information:
MINIMUM QUALIFICATIONS

Education 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.

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, socio-economic setting.

Licenses/Special Requirements

May be required to obtain first aid certificate or CPR training.

Required to have annual training for dispersion of student medications.

Job Locator Number: D14-09