Secretary Innovative Learning Programs

Tacoma Public Schools (WA); Tacoma (WA); On-site; USD 4,322,000 - 5,716,000; Full time

Benefits offered by this job

Full benefits

Job summary

Tacoma Public Schools in Washington state seeks a dedicated secretary to support the Director of Innovative Programs and the department. The role involves handling front-desk duties, filing, data entry, and budget monitoring to help meet project timelines.

The successful candidate will have solid secretarial experience, strong English skills, and the ability to manage multiple tasks under deadlines while maintaining confidentiality.

Qualifications

• High school graduation or equivalent with secretarial/computer training.
• One to three years of secretarial experience preferred.
• Ability to learn district policies and budgeting processes.

Responsibilities

• Answers phones and greets visitors; screens calls and provides referrals as needed.
• Organizes filing systems and maintains program records efficiently.
• Edits routine correspondence and prepares reports and memoranda.
• Researches data, creates spreadsheets, and summarizes trends for projects.
• Maintains budget records and supports expenditure tracking.
• Orders supplies, handles requisitions and invoices, and coordinates training.
• Processes grant applications and budget monitoring tasks.
• Uses student information systems for program data entry.
• Manages mail distribution and departmental materials production.

Skills

Secretarial knowledge

Grammar & English usage

Budget tracking

Policy & regulations

Typing 40 wpm

Data entry

Customer service

Multi-tasking

Team collaboration

Education

High school diploma or equivalent; 1 year of secretarial/computer training; 1–3 years of secretarial experience

Tools

PowerPoint

Quicken

ACCESS

Job description

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 246 workdays; 12-month

Additional Information

Salary placement is based on verifiable LIKE work experienceSUMMARY

Provides secretarial support to the Director, Innovative Programs and performs a variety of clerical duties to support the program.

ESSENTIAL JOB FUNCTIONS

• Answers telephone and greets visitors; screens and refers calls; responses 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.
• Organizes and maintains filing systems and assigned program records.
• 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.
• 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.
• Maintains budget records under the guidance of the Director, tracks expenditures, and monitors compliance; assists in preparing budget projections; reconciles procurement card usage.
• Orders office supplies; processes requisitions, claim forms, invoices, and payroll authorizations; assists in retaining consultants and making arrangements for training workshops.
• 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.
• Uses the student information system for entering program related information.
• Opens, date stamps, and distributes incoming mail; prepares outgoing mail.
• Coordinates the production, printing, and distribution of various department materials.

OTHER J0B DUTIES

• Maintains and updates 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.

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.