Administrative Secretary Extended Learning Opportunities (ELO)

Tacoma Public Schools•Central Administration Building (CAB) 601 S 8th St., WA

1d•Onsite

About The Position

This position provides a variety of administrative secretarial/clerical duties to support the Extended Learning Opportunities (ELO) Department. The role involves answering telephones, screening calls, responding to inquiries, maintaining appointment calendars, and operating communications equipment. The secretary will also schedule and coordinate meetings, record and transcribe minutes, and perform timekeeping and attendance tracking for administrative staff. Additionally, the position is responsible for organizing and maintaining filing systems, composing and editing correspondence, reports, and memoranda, and preparing, duplicating, and distributing various materials. The role includes researching, collecting, and summarizing data for projects, preparing and monitoring program budgets, tracking expenditures, and ordering office supplies. Other duties involve typing agreement forms, monitoring office equipment, reconciling petty cash and revolving funds, preparing claims for reimbursement, and coordinating travel and meeting arrangements. The secretary will also handle incoming and outgoing mail and maintain postage meter logs.

Requirements

Provides a variety of administrative secretarial/clerical duties
Answers telephone; screens and refers calls
Maintains appointment calendars
Operates and monitors a variety of communications equipment
Schedules, coordinates, confirms and/or attends meetings
Records, transcribes, and distributes minutes
Performs timekeeping activities
Organizes and maintains attendance records
Tracks compensatory time for administrative staff
Maintains related records
Organizes and maintains filing systems and departmental records
Composes and/or edits and types correspondence, reports, and memoranda
Prepares, duplicates and distributes various types of correspondence, reports and related materials
Edits and/or designs formats for reports
Compiles and organizes data
Researches, collects, compiles and summarizes data
Works closely with administrators, schools, and community partners
Prepares and monitors assigned program budgets
Tracks expenditures for office materials, equipment, contracted services, and program activities
Orders general supplies for office staff
Tracks and reconciles procurement card usage
Obtaining substitute office help
Typing consultant or contractual agreement forms
Monitoring office equipment for repairs or replacement
Reconciles and maintains petty cash fund
Maintains, reconciles, and reimburses departmental revolving fund bank account
Submits reconciliations and claims for reimbursement to Finance Department monthly
Performs other bookkeeping duties
Coordinates travel, conference, training, and meeting arrangements
Prepares and processes claim forms for travel expenses
Opens, date stamps, and routes incoming mail
Prepares and routes outgoing mail
Maintains postage meter logs
Submits claims for reimbursement
Maintains and updates knowledge and skills
Participates in professional development activities
Provides backup to other departmental support staff
Performs related duties as assigned, on a temporary basis

Nice To Haves

Verifiable LIKE work experience for salary placement

Responsibilities

Answers telephone; screens and refers calls; responds to inquiries as knowledge and expertise permit; maintains appointment calendars; operates and monitors a variety of communications equipment; keeps management staff informed of sensitive situations.
Schedules, coordinates, confirms and/or attends meetings as required; records, transcribes, and distributes minutes for a variety of meetings.
Performs timekeeping activities, organizes and maintains attendance records, tracks compensatory time for administrative staff; maintains related records.
Organizes and maintains filing systems and departmental records, including program files, confidential files, partner records, and general files; ensures accessibility of information from files.
Composes and/or edits and types 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; compiles and organizes data as required.
Researches, collects, compiles and summarizes data for various projects and programs; works closely with administrators, schools, and community partners to complete assigned activities and meet scheduled timelines.
Prepares and monitors assigned program budgets; tracks expenditures for office materials, equipment, contracted services, and program activities; makes recommendations.
Orders general supplies for office staff; tracks and reconciles procurement card usage.
Performs various secretarial support functions to facilitate the operation of the department including obtaining substitute office help; typing consultant or contractual agreement forms; and monitoring office equipment for repairs or replacement.
Reconciles and maintains petty cash fund for the department; maintains, reconciles, and reimburses departmental revolving fund bank account; submits reconciliations and claims for reimbursement to Finance Department monthly; performs other bookkeeping duties.
Coordinates travel, conference, training, and meeting arrangements for department staff and program personnel; prepares and processes claim forms for travel expenses.
Opens, date stamps, and routes incoming mail; prepares and routes outgoing mail; maintains postage meter logs and submits claims for reimbursement.
Maintains and updates knowledge and skills necessary for success in the position by participating in professional development activities, as needed or as assigned.
Provides backup to other departmental support staff, as needed.
Performs related duties as assigned, on a temporary basis.