Office Coordinator [Temporary] - Fern Hill Elementary

Tacoma Public Schools•Fern Hill Elementary 8442 S. Park Ave., WA

3d•Onsite

About The Position

This position coordinates the operation of the school office; serves as secretary to the Principal; performs a variety of clerical and bookkeeping office duties; provides lead direction to building secretarial and clerical staff; provides support and quality customer service to students, parents, staff, and the public.

Requirements

High school education or equivalent and three years of office experience
Experience in dealing with children and the public, preferably in an educational setting
Any combination of experience and training which provides the applicant with the knowledge, skills, and ability required to perform the work
May be required to obtain first aid certificate or CPR training
Required to have annual training for dispersion of student medications
Fingerprints and successful WSP and FBI background clearance/sexual misconduct clearance
Knowledge of general secretarial procedures and practices
Knowledge of correct grammar, spelling, punctuation and English usage to prepare professional correspondence
Knowledge of computers and related software in word processing, spreadsheets, databases and other applicable software applications
Skill in obtaining, clarifying and exchanging information
Skill in data entry, word-processing and spreadsheet software applications
Skill in providing quality customer service
Skill in effective problem solving and decisions making
Skill in operating a variety of office machines
Ability to operate a personal computer with applicable software applications
Ability to exercise good judgment and maintain confidentiality
Ability to obtain, clarify, and exchange information
Ability to communicate effectively with a variety of people
Ability to accurately perform arithmetical calculations
Ability to organize, set priorities, coordinate activities, meet deadlines and excellent follow through
Ability to concentrate on detail and be precise
Ability to work under pressure
Ability to maintain comprehensive record keeping systems
Ability to multi-task
Ability to demonstrate reasonable, reliable, and regular attendance
Ability to establish and maintain effective working relationships with a variety of people in a diverse, multi-cultural, socioeconomic setting
Ability to participate as a team member

Nice To Haves

Equivalent combinations of education and experience will be evaluated by the Human Resources Department for comparability.

Responsibilities

Manages the school’s main office; answers and responds to telephone and in-person inquiries from students, parents, staff, and the public; screens calls for the Principal for the purpose of providing support and quality customer service.
Contacts parents and/or makes arrangements to transport ill or injured students as necessary; in the absence of the school health room staff provides basic first aid medical care as needed; may enter health room visit data into District system; may complete accident reports; gives medication as directed by school nurse or Principal for the purpose of providing quality customer.
Serves as secretary to the Principal; maintains appointment calendar; schedules meetings; may record minutes at meetings; compiles various reports, lists, correspondence, memorandums and other documents as assigned; prepares and files confidential materials for the purpose of providing support to the Principal.
Registers incoming students and processes necessary enrollment materials; completes data entry as required by individual school; coordinates services and information with sending/receiving schools and District offices; completes student withdrawals and related paperwork; may prepare the state monthly enrollment report and run elementary classification, registration and TPS general reports to determine validity of state reporting for the purpose of clerical and bookkeeping duties and providing quality customer service.
Establishes and maintains records and files for staff, student and building records; assists with fixed asset inventory, as assigned; maintains staff absence records and completes payroll documents; may maintain student attendance records for school and/or programs; may prepare daily attendance report; may create BECCA and other discipline letters for the purpose of performing office duties and coordinating the operation of the school office.
Ensures adequate daily substitute personnel in coordination with the District’s substitute office for the purpose of providing quality customer service to the students and staff.
Schedules and may processes paperwork for building use; may handle building authorizations; may maintain calendar for building usage and field trips; monitors building keys; maintains student safe; maintains records of office equipment; arranges for office equipment repair as necessary; may prepare work orders for maintenance for the purpose of providing support and quality customer service.
Receives and records student and school money for ASB and the general account funds; makes ledger and journal entries; maintains and monitors records for designated accounts and school budget expenditures; reconciles the general and ASB accounts; reconciles the bank statements monthly; works with the Finance department; keeps Principal informed of budget status for the purpose of performing clerical and bookkeeping duties.
Assists staff in coordinating field trips for transportation and payment of fees; enters bus requests in computerized transportation system; communicates with Transportation Department regarding student transportation; reconciles field trip and bus costs; monitor grant monies from outside vendors and request reimbursement or initiates an invoice for the purpose of providing quality customer service and bookkeeping duties.
Requisitions, accounts for, receives and distributes school supplies, as assigned; may order and maintain general office supplies inventory; submits requisitions for ASB materials; submits claims for reimbursement; issues and tracks procurement cards; maintains ASB and general cash accounts; operates computerized cash register; may receive money for cash funds from cafeteria, maintain log of courier pick-up and then release to District courier; processes transactions through the credit card machine and reconciles daily for the purpose of clerical and bookkeeping duties.
Coordinates school pictures and assists with a variety of related community/school services; verifies Department of Social and Health Services eligibility forms for the purpose of coordinating the operation of the school office.
Provides lead direction to building secretarial and clerical staff; may delegate routine duties to other office staff members in accordance with the essential functions of the position; may train and oversee work of student assistants; may process volunteers with application completion and background checks for the purpose of coordinating the operation of the school office.
Maintains and updates knowledge and skills necessary for success in the position by participating in professional development activities, as needed or as assigned.
Provides back-up assistance to other department staff and performs related duties as assigned, on a temporary basis.
Regular, reliable, predictable attendance or physical presence is an essential job requirement and critical to the performance of the work.