Tacoma Public Schools Hiring for Alternative Schools Records & Scheduling Assistant – IDEA at Hyderabadan hour Full Time

Description

Tacoma Public Schools

Expected Start Date: October 2023

FTE: 1.0

Hours per day: 8

Salary Level:  OP6 $29.91 – $39.18 DOE 

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

Examples Of Duties

This position performs a variety of office duties for the administrator and school staff at assigned school/building; processes students for enrollment and withdrawals; maintains student data in the student information system; processes and officiates requested transcripts and records; establishes, organizes, and maintains comprehensive student record management and retention system; maintains accurate attendance records; ensures compliance with District, state, and federal guidelines for student records and information.

ESSENTIAL JOB FUNCTIONS

1. Serves as contact point for students and parent(s)/guardian(s) on eligibility for school registration and enrollment process; explains District procedures and requirements; processes student enrollment, with appropriate approval from administrator, documenting home address verification, immunization verification, receipt of student records, and completion of paperwork in enrollment packet; maintains daily log of student records that are received; assists students, per direction from an administrator, to create student schedule and review of student records for the purpose of processing students for enrollment and demonstrating exceptional customer service.

2. Collaborates with Special Education office and staff to obtain records from previous school; ensures student is screened for appropriate placement and services; as directed by administrator, attends RTI weekly meetings to review students of concern and make sure the students are progressing for the purpose of processing students for enrollment and demonstrating exceptional customer service.

3. Establishes, organizes and maintains a comprehensive and accurate student record system at assigned building/school in accordance with District, state, and federal policy, procedure, and laws; ensures compliance with District, state, and federal regulations for student record protection under FERPA; creates different types of files based on specific criteria for each student to maintain confidentiality; files student test results; files documents as it relates to students inactive and active records; reviews student records to ensure data is accurately and uniformly recorded and retained for auditing for the purpose of maintaining a comprehensive student record system and ensuring compliance with District, state and federal guidelines.

4. Records and maintains student personal information in the student information system in alignment with District and state requirements; reproduces student transcripts for data entry; enters student enrollment and withdrawal information for District; tracks and researches negative withdrawals to comply with District-wide initiative for improved graduation rate; enters grades, per direction from administrator, into system for onsite, off-site and online courses; ensures student data is aligned with District and state requirements for state reporting purposes; generates reports for assigned school/building staff; enters accurate grades on transcripts, as directed, and ensures accuracy for the purpose of maintaining a comprehensive student system for the assigned school/building.

5. Inputs, builds, and maintains, as directed by administrator, the master schedule in the student system; enters course codes, descriptions, and other data into computer for grades, and scheduling; communicates with administrative staff regarding scheduling and curriculum; checks completed master schedule for accuracy; maintains master schedule throughout school year; enters, and ensures accuracy of, transcripts and grades to be forwarded for scholarships and to colleges and other schools, as directed, for the purpose of performing a variety of duties for school staff.

6. May process student withdrawals from assigned building/school; verifies parent(s)/guardian(s) identity; assists in completing of withdrawal forms and obtaining grades from teachers; determines which school district the student may be attending; may determine high school completion programs at other schools; upon request sends official records to new school within the timeframe dictated by government rules; prepares unofficial copy of records to give to student and parents/guardians at time of dismissal to facilitate a smooth transition; maintains daily log of student records that are sent for the purpose of processing students for withdrawals.

7. Serves as resource to staff and administrators regarding student confidential files; pulls student files for auditors and staff, as requested; coordinates disposal of files per established retention schedule for the purpose of ensuring compliance and performing a variety of duties for school staff. 

8. Reviews, as directed by administrator and staff, processes, and assists with the mailing of interim progress reports (IPR) and report cards (RC); assists with ensuring accuracy of all IPR and RC mailings; completes other office mailings as needed; orders and maintains office supplies; completes other office mailings, such as test scores as needed for the purpose of performing a variety of duties for school staff.

9. 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 staff and administrator, as assigned; responds to inquiries and requests for documentation and information per District, state, and federal guidelines; replies to questions about students and student records from state, federal, legal authorities, educational verification services and community and military agencies in accordance with District, state and federal regulations for the purpose of ensuring compliance and demonstrating exceptional customer service.

10. Verifies and tracks graduation requirements and student status; under direction of administrator, may inform student if credit deficient, allowing for application of District credit policy; may compile graduation and award lists and process applications for graduation for all seniors; may create award certificates; orders diplomas; issues diplomas to graduates upon receipt of their signature; verifies, prints, officiates, seals, confirms address information and mails official transcripts and test scores to colleges, universities, high schools, parents/guardians, students and former students; maintains daily log of student records that are sent; processes supplemental documents for college and scholarship applications for the purpose of demonstrating exceptional customer service.

11. Creates, updates and maintains student attendance files that include excuses from home, discipline forms, and letters sent home to parents for each student; enters daily attendance information into student system; produces daily report of absentees and distributes to staff; reports student absences, attendance, or enrollment to outside agencies according to established procedures; follows BECCA process, as directed; provides information to appropriate parent(s)/guardian(s) and staff regarding each student’s attendance record, upon request, for the purpose of performing office duties and maintaining accurate attendance records.

12. Prepares, as directed by administrator, the monthly P223 reports for review and approval of administrator; verifies accuracy of student(s) enrollment and schedules in the District student information system; submits the monthly P223 to assigned District student system specialist for verification and to meet state deadline for reporting.

13. Processes students’ day-to-day requests for re-entry or early dismissal; issues early dismissal passes for discipline reasons as requested; issues excused or unexcused re-entry passes; reviews excuses for absence and takes action according to established procedures for the purpose of performing office duties.|||||||||||||||||||||||||

14. Assists ill or injured students, as necessary, in the health room in the absence of the health room assistant nurse and/or school nurse; gives students medication, as directed; may log applicable information into student system; and contacts parent(s)/guardian(s) to arrange transportation home for the purpose of demonstrating exceptional customer service.

15. Prepares and distributes a variety correspondence, District and state reports, and other school-related documents as assigned; receives cash fund from cafeteria and releases to District courier; assists Substitutes to assigned school/building; distributes transportation passes and maintains transportation database for the purpose of demonstrating exceptional customer service.

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. Provides back up support to other office staff at assigned school/building; may monitor and train non-confidential work of student assistant and/or other office staff.

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

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

CONDITIONS

School environment; may be exposed to infectious diseases; required to concentrate on detail and be precise; exposed to constant interruptions from telephone calls and visitors to the office; may be required to work with and defuse, as appropriate, difficult and sensitive situations and/or people; lift/move heavy boxes, stoop, bend, reach overhead and stand or sit for long periods of time; 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; two to four years of experience in an office, or business environment, or other similar related experience; experience including records maintenance, preferred; experience working with a student data base system and 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.

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 excellent customer service.

Skill in effective problem solving and decisions making.

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

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 maintain confidentiality.

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 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.