Administrative Secretary General Support Services - Facilities

Administrative Secretary

Tacoma Public Schools

Expected Start Date : As soon as possible

FTE : 1.0

Hours per day : 8.0

Salary Level : OP7A, $33.99hr - $44.079hr

Work Group / Days per year : Classified, 260 work days, 12 month

Benefits : This job has the full range of benefits offered by Tacoma Public Schools

Examples Of Duties

This position provides administrative secretarial services for the Chief Operating Officer (COO) and the General Support Services (GSS) Department; and coordinates the functions of the Department office.

Essential Job Functions

• Provides administrative secretarial support to facilitate the operation of General Support Services; schedules, coordinates and prioritizes meetings and activities for the Chief Operating Officer and / or assigned Administrator; maintains the travel and conference arrangements; sets up public meetings; coordinates the organization and maintenance of department files and records; ensures accessibility of information from the files; establishes and maintains confidential department files, records and logs; prepares board agenda items; keeps log of board items for the purpose of providing administrative secretarial services.
• Works closely with other department staff to meet scheduled timelines; keeps staff and other interested parties informed; attends District committee meetings; follows through on communicating to General Support Services the issues and agendas from other departments; prepares reports and summaries, as directed, for District management; follows up on GSS work requests at various District sites for scope of work with administrators, office staff, and department staff; maintains and updates fixed assets inventory list for the purpose of coordinating the functions of the Department office.
• Responds to inquiries from the public and staff about General Support Services, as knowledge and expertise permits; keeps Chief Operating Officer and / or assigned Administrator informed of sensitive situations; attends meetings with COO; takes notes and records directives to be executed at COO level Director meetings for the purpose of providing administrative secretarial services.
• Performs billing activities; reviews expenditures and corrects billing errors; processes payroll and maintains attendance records for assigned staff; maintains inventory records for the department and / or programs; keys in requisitions as directed; prepares mileage and extended travel authorization requests and claims; reconciles and maintains petty cash fund for the department; orders general supplies for office; tracks and reconciles procurement card usage; may perform other bookkeeping duties for the purpose of coordinating the functions of the Department office.
• Compiles data, performs calculations, prepares reports and other documents used in the budget process; monitors the budget for office material, equipment and contractual services and evaluates for discrepancies; prepares department budget reports; prepares a variety of forms and reports to ensure proper funding and / or compliance with District, State, and / or Federal regulations for the purpose of providing administrative secretarial services.
• Researches, collects, compiles, records and summarizes data for various projects; prepares and processes project correspondence; assists in creating, maintaining spreadsheets and conducting statistical analysis of GSS issues being tracked; may perform as backup to other Administrative positions in GSS for the purpose of coordinating the functions of the Department office.

Other Job Duties

Conditions

Minimum Qualifications

Education and Experience

High school graduation or equivalent and three years secretarial training in business and / or bookkeeping, budget tracking and computer training experience; four years of increasingly responsible secretarial or office coordinator experience, in a maintenance and operations environment, preferred; or any combination of experience and training which provides the applicant with the knowledge, skills, and ability required to perform the work.

Licenses / Special Requirements

Fingerprints and successful WSP and FBI background clearance / sexual misconduct clearance.

Allowable Substitution

Equivalent combination of training and experience will be evaluated by the Human Resources Department for comparability. At least one year of additional closely related experience can substitute for up to one year of the training requirement.

Knowledge, Skills, and Abilities

Knowledge of general office and secretarial procedures.

Knowledge of correct grammar, spelling, and English usage.

Knowledge of general bookkeeping, budgeting and timekeeping procedures.

Knowledge of maintenance and operations language and terms.

Knowledge of database design, application and maintenance.

Skill in operating a computer with word-processing and spreadsheet software.

Skill in composing and proofreading outgoing content for reporting and dissemination.

Skill in using graphics software.

Skill in obtaining, clarifying and exchanging information.

Skill in providing lead direction to others.

Skill in providing quality customer service.

Skill in creating sensitive correspondence for high-level District administrators.

Skill in being self-directed.

Skill in exercising independent judgment.

Ability to accurately perform arithmetic calculations.

Ability to concentrate on detail and be precise.

Ability to organize, prioritize, and meet deadlines.

Ability to maintain confidentiality.

Ability to work effectively without direct supervision.

Ability to obtain, clarify, and exchange information.

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 socio-economic setting.

Ability to participate as a team member.

Nondiscrimination Statement

Tacoma Public Schools does not discriminate in any programs or activities on the basis of sex, race, ethnicity, creed, religion, color, national origin, immigration or citizenship status, age, veteran or military status, sexual orientation, gender expression, gender identity, homelessness, disability, neurodivergence, or the use of a trained dog guide or service animal and provides equal access to the Boy Scouts and other designated youth groups.

Civil Rights Coordinator, Gender-Inclusive Schools Coordinator, and Title IX Coordinator :

Tiffany Davis-Brantley

253-571-1252

civilrights@tacoma.k12.wa.us

Section 504 Coordinator : Laura Tuman

253-571-1086

504Coordinator@tacoma.k12.wa.us

Tacoma Public Schools

Mailing Address : P.O. Box 1357

Tacoma, WA 98401-1357

www.tacomaschools.org