Secretary Innovative Learning Programs

Tacoma Public Schools•Tacoma, WA

1d•Onsite

About The Position

Tacoma Public Schools is seeking a Secretary for Innovative Learning Programs. This full-time position (1.0 FTE, 8 hours per day) offers a salary range of $31.37 - $41.49 DOE and includes the full range of benefits offered by Tacoma Public Schools. The Office Professional role involves 246 workdays over a 12-month period. Salary placement is based on verifiable like work experience. The role provides secretarial support to the Director of Innovative Programs and performs various 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
Keyboarding skill at 40 wpm
Data-entry skill
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

Nice To Haves

Skill in PowerPoint, Quicken and ACCESS
Skill with word processing and spreadsheet software
Skill in obtaining, clarifying, and exchanging information

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.