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Administrative Secretary - Assessment Research and Evaluation

Tacoma Public Schools

Expected Start Date: October 1, 2021; as soon as possible

FTE: 1.00

Hours per day: 8

Salary Level: OP6 $26.08 - $31.52 DOE

Union/Days per year: Office Professional, 260 work days, 12 month position

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

Additional Information: Salary Placement is based on verifiable LIKE work experience

Summary:

This position performs a variety of secretarial and other support services for the Director of Assessment and the department staff for survey research, needs assessments, program evaluations, and student records management; assists in developing assessment materials; assists with managing the budget and contracts, under the direction of the director; creates the assessment webpages; supports with the implementation of student assessment activities; coordinates the processing and distribution of test results.

Responsibilities:

1. Performs a variety of secretarial support in assessment administration, contract, budget, and various forms of communication; verifies assessment records; provides technical assistance for assessment platforms; performs as webmaster for department and organization affiliates, under the direction of the director, for the purpose of performing secretarial and support services and supporting Assessment, Research and Evaluation department staff.

2. Assists with the development of a variety of new assessment materials; including selection of test items, developing test directions, answer document design, and preparation of training materials for the purpose of assisting in developing assessment materials and implementing of District-wide.

3. Compiles data from technical source documents; generates routine reports using spreadsheets and statistical software; performs statistical data analysis to report test scores, percentages, and correlations as directed; prepares graphic, narrative, and tabular reports; develops related spreadsheets for the purpose of performing secretarial support services for the Director and student records management.

4. Schedules and participates in meetings, as directed; may coordinate communications with District staff, school board members, other agencies and organizations, and independent contract program evaluators; may assist the director in presentations relating to various reports and information; verifies accuracy and distributes packets for meetings and public presentations for the purpose of performing secretarial and support services.

5. Assists with the preparation of budget proposal; maintains communication with work sections on information needs; prepares, monitors, and maintains approved departmental administration budget, transaction records, including those for special projects and grant-funded activities for the purpose of performing secretarial and support services.

6. Monitors expenditures and processes documentation for budget allocation changes and reassignments of funds to and from various accounts; coordinates with appropriate accounting staff to assure compliance with funding source and accounting controls; monitors office equipment for repairs or replacement; makes recommendations; orders general supplies for department; tracks and reconciles procurement card usage; prepares contractual agreement forms for independent program evaluators; processes and maintains payroll/attendance records for assigned staff for the purpose of performing secretarial and support services.

7. Performs support duties for the director and the department, including but not limited to, timekeeping, and coordination between the organization affiliates; prepares/writes correspondence, memoranda and reports; distributes departmental mail; schedules appointments and arranges meetings; coordinates travel and conference plans for department administrators; prepares and processes claim forms for expenses for the purpose of performing secretarial and support services.

8. Develops, compiles, maintains, and distributes District and building data files; updates data files throughout the year; maintains documentation on test development for the purpose of performing secretarial support services for District-wide programs of survey research, needs assessments, program evaluations, and student records management.

9. Researches, collects, compiles, and summarizes data, under the direction of director, for various projects and District-wide programs designed to enhance District's programs effectiveness and efficiency; supports the director in screening research proposals and studies, and in coordinating of school and community surveys for the purpose of performing secretarial and support services for survey research, needs assessment and program evaluations.

10.Answers telephone; screens and refers calls; responds to inquiries as knowledge and expertise permit; maintains appointment calendars; organizes and maintains filing systems, assigned departmental records, and the District's students records management program; operates and monitors a variety of communications equipment; keeps management staff informed of sensitive situations for the purpose of performing secretarial and support services.

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 backup to other departmental support staff, as needed.

3. Performs related duties as assigned, on a temporary basis.

4. Regular, reliable, predictable attendance or physical presence is an essential job requirement and critical to the performance of the work.


CONDITIONS
Experiences frequent interruptions; confined to work station for prolonged periods; exposed to video display; required to meet inflexible deadlines; may be required to lift and carry up to 20 pounds, bend, squat, stoop, kneel, crouch, walk, twist, climb, and/or be mobile.

Minimum Qualifications
Other information:

MINIMUM QUALIFICATIONS
Education and Experience
High school graduation or equivalent and one year of secretarial and computer training; AA degree, preferred; three years of recent, increasingly responsible secretarial experience; bookkeeping and budget tracking experience, 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 combinations of education and experience will be evaluated by the Human Resources department for comparability.

Knowledge, Skills and Abilities
Knowledge of general business, office practices, and procedures.
Knowledge of correct grammar, spelling, and English usage.
Knowledge of District practices and procedures.
Knowledge of simple bookkeeping and budget tracking activities.
Knowledge of telephone etiquette and techniques.
Knowledge of personal computers and office software.
Skill with data-entry and keyboarding.
Skill with operating a personal computer with word processing, database, presentation and spreadsheet software.
Skill in oral and written effective communications.
Skill in composing, proofreading, and editing correspondence.
Skill in obtaining, clarifying, and exchanging information.
Skill in providing quality customer service.
Ability to efficiently and courteously operate multi-line telephones and provide customer service.
Ability to multi-task.
Ability to participate as a team member.
Ability to communicate effectively with a variety of people.
Ability to organize, set priorities, coordinate activities, and meet deadlines.
Ability to accurately perform arithmetic calculations.
Ability to use good judgement and maintain confidentiality.
Ability to demonstrate reasonable, reliable, and regular attendance.
Ability to work effectively with minimal direction and under pressure.

Ability to establish and maintain effective working relationships with a variety of people in a multi-culturally diverse socio-economic setting.

Control #D03-05

This job description is not an employment agreement or contract. Tacoma School 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: Lisa Nolan, 253-571-1252, lnolan@tacoma.k12.wa.us; Title IX Coordinator, Elementary: Christa Erolin, 253-571-1318, cerolin@tacoma.k12.wa.us; Title IX Coordinator, Secondary: Eric Hogan, 253-571-1191, ehogan1@tacoma.k12.wa.us; 504 Coordinator: Elementary, Elise Friedrich-Nielsen, efriedr@tacoma.k12.wa.us, 253-571-1096; Secondary, Megan Nelson, mnelson@tacoma.k12.wa.us, 253-571-1003. Mailing address: P.O. Box 1357, Tacoma, WA 98401-1357.

HRInfo@tacoma.k12.wa.us, (253) 571-1250

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