Office Coordinator – Arlington Elementary
Tacoma Public Schools
Expected Start Date: September 2023, as soon as possible
Hours per day: 8.0
Salary Level: Beginning at $29.40 per hour DOE
Additional Information: This is a 10 month position
Examples Of Duties
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.
ESSENTIAL JOB FUNCTIONS
1. 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.
2. 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.
3. 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.
4. 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.
5. 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.
6. 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.
7. 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.
8. 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.
9. 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.
10. 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.
11. 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.
12. 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.
OTHER JOB DUTIES
1. Maintains and updates knowledge and skills necessary for success in the position by participating in professional development activities, as needed or as assigned.
2. Provides back-up assistance to other department staff and performs related duties as assigned, on a temporary basis.
3. Regular, reliable, predictable attendance or physical presence is an essential job requirement and critical to the performance of the work.
Required to concentrate on detail and be precise; experiences frequent interruptions; required to work with and diffuse difficult and sensitive situations; may be exposed to infectious diseases; may be required to lift and carry up to 20 pounds, bend, squat, stoop, kneel, crouch, walk, twist, climb, and/or be mobile.
Education and Experience
High school education or equivalent and three years of office experience; experience in dealing with children and the public, preferably in an educational setting; or 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.
Equivalent combinations of education and experience will be evaluated by the Human Resources Department for comparability.
Knowledge, Skills and Abilities
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, data bases 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.
This job description is not an employment agreement or contract. District administration has the exclusive right to alter this job description at any time without notice. The statements contained herein reflect general details as necessary to describe the primary functions of this job, the level of knowledge and skill typically required and the scope of responsibility, but should not be considered an all-inclusive listing of work requirements. Individuals may perform other duties as assigned including work in other functional areas to cover absences or relief, to equalize peak work periods or otherwise balance the workload.
Tacoma Public Schools does not discriminate in any programs or activities on the basis of sex, race, creed, religion, color, national origin, age, veteran or military status, sexual orientation, gender expression or identity, disability, or the use of a trained dog guide or service animal and provides equal access to the Boy Scouts and other designated youth groups. The following employees have been designated to handle questions and complaints of alleged discrimination:
- Civil Rights Coordinator: Renee Trueblood, 253-571-1252, email@example.com
- Title IX Coordinator, Elementary: Christa Erolin, 253-571-1318, firstname.lastname@example.org
- Title IX Coordinator, Secondary: Wayne Greer, 253-571-1191, email@example.com
- 504 Coordinator, Elementary: Jennifer Herbold, 253-571-1096, firstname.lastname@example.org
- 504 Coordinator, Secondary: Megan Nelson, 253-571-1003, email@example.com
Mailing address: P.O. Box 1357, Tacoma, WA 98401-1357.
Closing Date/Time: 9/12/2023 11:59 PM Pacific