Alternative Schools Records and Scheduling Assistant - SAMI

Tacoma Public Schools

Expected Start Date: As soon as possible

FTE: 1.0

Hours per day: 8.0

Salary Level: OP6 - Range is $31.61/hour - $41.41/ hour - D epending on verifiable LIKE work experience

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

School year: Late August-Mid-June (follows a modified calendar)

SAMI partners with the Point Defiance Zoo & Aquarium, Fort Nisqually, and Metro Parks Tacoma to provide real-world learning experiences. Teachers collaborate with scientists, naturalists, and educators from these organizations to design hands-on curriculum.

SAMI is a STEM-focused school located within Tacoma’s Point Defiance Park. Students engage in place-based, integrated learning through six academic pathways in life and physical sciences. Instruction takes place in zoo facilities, park buildings, and other unique learning environments.

SUMMARY

This position monitors and processes the enrollment and withdrawals of students at the assigned school; establishes, organizes, and maintains comprehensive student record management and retention system; processes and officiates requests for transcripts and records; creates and maintains the assigned school’s master schedule and schedules students; ensures compliance with District, state and federal guidelines for student information and records; processes report cards and progress reports; supports the staff at the assigned school; and demonstrates exceptional customer service.

ESSENTIAL JOB FUNCTIONS

1. Serves as contact for staff, students, and parent(s)/guardian(s) on eligibility for enrollment and transfers; explains District procedures and requirements;

scrutinizes and processes student enrollments in a timely manner with appropriate home address verification, immunization verification, health conditions, receipt of

student records, and completion of online enrollment; collaborates with Student Services, Health Services, and other appropriate District staff to ensure students are

screened for appropriate placement and receive services; maintains daily log of student records that are received; and performs accurate review of student records

to process students for enrollment.

2. Establishes, organizes and maintains a comprehensive student record system at assigned school in accordance with District, state and federal policy, procedure, and laws; ensures compliance with District, state and federal regulations for student record protection; creates different types of files based on specific criteria for

each student to maintain confidentiality; files documents as they relate to student inactive and active records; pulls student files for auditors and staff, as

requested; coordinates disposal of files per established retention schedule; reviews student records to ensure data is accurately and uniformly recorded and

retained for auditing purposes per District, state, and federal guidelines.

3. Maintains student data in the student information system; enters and ensures accuracy of student enrollment and withdrawal information for District and state

reporting; ensures student data is aligned with District and state requirements; monitors negative withdrawals to assist with District graduation rate initiative;

generates a variety of building reports, as requested by administrators and staff.

4. Inputs and builds, as directed by administrator, the master schedule in the student information system; enters accurate course codes for assigned school, course

descriptions, and other data for grades, and scheduling; communicates with administrative staff regarding scheduling and curriculum; maintains student schedules;

checks completed master schedule for accuracy; maintains master schedule throughout school year and, if applicable, summer sessions; and facilitates the annual

course request process.

5. Processes student withdrawals from assigned school; verifies parent(s)/guardian(s) identity; assists in completing of withdrawal forms and obtaining grades from

teachers; updates withdrawal data in student information system; determines where student is going; sends official records to new school in a timely manner;

prepares unofficial copy of records to give to student and parent(s)/guardian(s) at time of withdrawal to facilitate a smooth transition; maintains daily log of student

records that are sent for the purpose of processing students for withdrawals.

6. Review transfer students transcripts and enters into student information system; ensures accuracy and maintains grade reporting information; reviews and

processes student grades from student information system; processes progress report and report card grades and ensures staff have completed their processes;

checks for inaccuracies and works with staff for corrections; ensures accuracy of Grade Point Average (GPA) calculation, rank calculation, and other marking

reporting data.

7. Answers telephone; screens calls; greets and assists students, parent(s)/guardian(s), staff and the public; takes messages for staff members; makes appropriate

referrals; makes appointments for guidance staff as directed; responds to inquiries and requests for documentation and information per District, state, and federal

guidelines; processes and completes office mailings as needed; orders and maintains office supplies as needed for the purpose of supporting school staff.

8 Prepares monthly state apportionment report (P223) for administrative review and approval; runs student full time equivalent and enrollment reporting, consecutive

absence reporting and free time detail reports; verifies enrollment and schedule in the student information system; submits P223 to District to meet state deadline

for reporting.

10. May assist ill or injured students in the health room in the absence of the school nurse and contacts parents/guardians to arrange transportation home.

OTHER JOB DUTIES

1. Maintains and updates knowledge and skills necessary for success in the position by participating in professional development activities, meetings, seminars and

workshops, as needed or as assigned.

2. Maintains knowledge of current developments and requirements related to student records management, retention and enrollment procedures.

3. Acts as back up to other office staff, as directed; 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

School environment; required to concentrate on detail and be precise; may experience frequent interruptions from telephone calls and visitors to the office; experiences confinement to work station and video display; may be required to work with and defuse, as appropriate, difficult and sensitive situations; lift/move boxes, stoop, bend and reach overhead; 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

Education and Experience

High school diploma or equivalent with training in business office skills; AA degree in business or related field, preferred; and two to four years of experience in business environment including records maintenance required; experience working in a school setting, 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

May be required to obtain first aid certificate or CPR training.

May be required to have annual training for dispersion of student medications.

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

Allowable Substitution

Equivalent combinations of education and work experience will be evaluated by the Human Resources department for comparability.

Knowledge, Skills and Abilities

Knowledge of Federal and State laws and District guidelines/policies for record protection pertaining to confidential student records.

Knowledge of general office procedures.

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 providing quality customer service.

Skill in effective problem solving and decisions making.

Skill in data entry, word processing and spreadsheet software applications.

Skill in navigating student data system and performing data queries.

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 mathematical calculations.

Ability to organize, set priorities, coordinate activities, and meet deadlines with 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 participate as a team member.

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.

Closing Date/Time: Thu, 13 Nov 2025

• 

• Tacoma Public Schools

• 253-571-1157

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