Substitute Office Professional

Tacoma Public Schools

Expected Start Date: As soon as possible

Hours per day:

Salary Level: Salary Available at Salary Schedules - Substitute Hourly Rates

Benefits: NONE

This position performs a variety of secretarial functions for the assigned office and staff which may include data entry and receptionist activities. This position provides quality customer service in all areas of responsibility.

ESSENTIAL JOB FUNCTIONS

1. Answers multi-line telephone and directs calls to appropriate staff members; takes messages and answers inquiries as knowledge permits.

2. Keyboards correspondence, forms, flyers/pamphlets/newsletters, and reports from notes or dictation; attends meetings and takes minutes as assigned; compiles a variety of information; performs data entry; proofreads for accuracy; makes copies and distributes as directed.

3. Schedules appointments and meetings as assigned; keeps staff and other interested parties informed; coordinates room set up, including furniture and audiovisual equipment.

4. Maintains program or departmental files; maintains various logs and lists.

5. Processes departmental incoming and outgoing mail.

6. Compiles data and completes a variety of routine applications and reports to ensure proper funding and/or compliance with district, state or federal regulations; may perform basic budget tracking functions; may perform billing activities; may process department petty cash claims.

7. Maintains and updates inventory records for the department; orders and receives departmental supplies; keyboards requisitions as directed.

8. Prepares mileage and extended travel authorization requests and claims.

9. Routinely performs a cluster of clerical duties to fulfill one or more department-specific responsibilities, as assigned.

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.

CONDITIONS

Experiences frequent interruptions; confined to work station for prolonged periods; experiences exposure to video display; may occasionally deal with distraught people.

Education and Experience

High school graduation or equivalent with two years of general secretarial/clerical or other related department experience; or any combination of experience and training which provides the applicant with the knowledge, skills, and ability required to perform the work.

Allowable Substitution

At least one year of secretarial or bookkeeping training may be substituted for up to one year of the required experience.

Knowledge, Skills and Abilities

Knowledge of general office procedures.

Knowledge of correct grammar, spelling, and English usage.

Keyboarding skill; data entry skills.

Ten-key skills.

Skill in obtaining, clarifying, and exchanging information.

Skill in providing quality customer service.

Ability to operate personal computer with word processing and spread sheet applications.

Ability to learn and use new software applications.

Ability to accurately perform mathematical calculations.

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

Ability to maintain confidentiality.

Ability to work with frequent interruptions.

Ability to concentrate on detail and be precise.

Licenses/Special Requirements

None.

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: Tiffany Davis-Brantley, 253-571-1057, civilrights@tacoma.k12.wa.us
• Title IX Coordinator: Wayne Greer, 253-571-1191, wgreer@tacoma.k12.wa.us
• 504 Coordinator: Elise Friedrich-Nielsen, 253-571-1065, efriedr@tacoma.k12.wa.us

Mailing address: P.O. Box 1357, Tacoma, WA 98401-1357.

Closing Date/Time: Continuous

• 

• Tacoma Public Schools

• 253-571-1157

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