Secretary Innovative Learning Programs

Tacoma School District•Tacoma, WA

46d•$31 - $41

About The Position

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

Requirements

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.
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.
Fingerprints and successful WSP and FBI background clearance/Sexual Misconduct clearance.

Responsibilities

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.
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.
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.