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.

SUMMARY
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 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 PowerPoint Quicken and ACCESS.
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.

This 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.

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. The following employees have been designated to handle questions and complaints of alleged discrimination:

Civil Rights Coordinator Gender-Inclusive Schools Coordinator and Title IX Coordinator:

Tiffany Davis-Brantley

Section 504 Coordinator: Laura Tuman

Tacoma Public Schools

Mailing Address:

P.O. Box 1357

Tacoma WA 98401-1357