Tacoma Public Schools

Expected Start Date: February 2023

FTE: 1.0

Hours per day: 8.0

Salary Level: PT5 $27.71-$41.74 per hour depending on verifiable experience

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

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

This position provides technical support to the Director, and the Planning and Construction Department, related to construction management support, financial tracking and accounts payable; manages and reconciles data; reviews and processes purchase orders, and small works contracting documents; performs other departmental functions.

ESSENTIAL JOB FUNCTIONS

1. Coordinates and manages communications and processes with local jurisdictions and multiple and varied vendors, businesses and facilities related to applying for permits, requesting work orders, and paying permit fees using online systems; communicates with Capital Project Supervisors on permit statuses.

2. Edits and maintains as directed, technical project drawings and specifications to assist Capital Project Supervisors; provides information contained in technical project drawings and specifications to assist Capital Project Supervisors; responds to other departmental and consultant’s requests, as knowledge permits.

3. Maintains and ensures accuracy of mitigation impact records; creates, processes, and records mitigation agreements; receives and processes mitigation impact fees; responds to title company inquiries regarding mitigation; records property releases with Pierce County.

4. Prepares and processes purchase order requisitions for major capital projects and small capital projects; communicates with District staff and vendors to answer inquiries; analyzes and makes changes, as directed, to resolve problems regarding purchase orders.

5. Processes, ensures accuracy, reconciles, and maintains files all capital project accounts payable invoices; verifies funds and forwards to District finance department for payment; communicates with District staff and vendors to answer inquiries; researches and makes changes, as directed, to resolve problems regarding payments of invoices.

6. Compiles environmental review project documents for Determination of Non-Significance (DNS) submission to the Department of Ecology for the SEPA (State Environmental Policy Act) review process; ensures the State’s public notice and circulation requirements are met; prepares and publishes legal notices; notifies all other agencies within project jurisdiction, the affected tribes, and neighbors within a specific radius of the project; completes a determination to retain DNS at the conclusion of comment period.

7. Manages the online specialty software used to track and maintain the Minority and Women Business Enterprises (MWBE) utilization data for large and small capital projects; inputs contract values and change orders throughout the project; inputs monthly payments made from TPS to prime contractors; reviews vendor submissions for accuracy; communicates with vendors and contractors to resolve problems and correct discrepancies; creates inter-department and public reports; promotes the hiring of MWBE businesses and facilitates their use where possible.

8. Monitors, collects and processes public works documents from vendors and project managers for notice of completion submission through Department of Labor and Industries online system; obtains releases of lien from various State agencies and submits the necessary documentation to Purchasing and Finance departments for release of retainage to vendor.

9. Assists department staff with the coordination and management of furniture, fixtures and equipment (FF&E) as directed; prepares purchase order requisitions; receives and reviews orders; verifies items for accuracy and suitability.

10. Monitors and regulates the Planning and Construction webpage content and acts as first tier support to staff in the department.

11. Communicates with vendors to purchase materials and services for the department using procurement cards; reconciles and verifies procurement card records and maintains all related documents on file.

12. Performs payroll functions and processes additional hours worked as necessary related to Planning and Construction projects.

13. Monitors blanket purchase order levels and initiates increase requests as needed. Assigns accounting for single and multiple distributions on purchase requisitions and payable invoices to ensure that the proper department/school is charged.

14. Assists the Capital Projects Financial Analyst with project budget tracking. Enters all purchase orders issued and payables paid by project and fund into budget tracking spreadsheets. Assist with the gathering and input of budget information for the purpose of tracking as directed.

OTHER JOB DUTIES

1. Maintains and updates knowledge and skills required for success in the position by participating in professional development activities as assigned or needed.

2. Performs other duties, as assigned, on a temporary basis; may assist other office staff, as requested by administrator.

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

CONDITIONS

Office environment; exposed to video display; confined to work station for prolonged periods; may have to work with difficult and sensitive situations and/or people; may be required to work beyond the regular work day; occasionally required to travel to other District sites or agencies; may be required to lift and carry up to 20 pounds, bend, squat, stoop, kneel, crouch, walk, twist, climb, and/or be mobile.

Education and Experience

High school graduation or equivalent; Associates degree in business, construction management or related field, preferred; three years of increasingly responsible office experience; experience in a design, architectural, engineering and/or construction office 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.

Knowledge, Skills and Abilities

Knowledge of general office procedures.

Knowledge of general bookkeeping, budgeting and timekeeping procedures.

Knowledge of correct grammar, spelling and English usage.

Knowledge of architectural and construction language.

Knowledge of building trades.

Knowledge of database application.

Knowledge of developing and updating webpage design with associated applications.

Skill in developing and updating webpage design with associated applications.

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

Skill in obtaining, clarifying and exchanging information.

Skill in providing quality customer service.

Ability to accurately perform arithmetic calculations.

Ability to organize, prioritize, meet deadlines and maintain good follow through.

Ability to demonstrate reasonable, reliable and regular attendance.

Ability to concentrate and be precise.

Ability to be detail oriented.

Ability to participate as a team member.

Ability to multi-task.

Ability to work effectively under pressure.

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

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: Renee Trueblood, 253-571-1252, civilrights@tacoma.k12.wa.us
• Title IX Coordinator, Elementary: Christa Erolin, 253-571-1318, cerolin@tacoma.k12.wa.us
• Title IX Coordinator, Secondary: Wayne Greer, 253-571-1191, wgreer@tacoma.k12.wa.us
• 504 Coordinator, Elementary: Jennifer Herbold, 253-571-1096, jherbol@tacoma.k12.wa.us
• 504 Coordinator, Secondary: Megan Nelson, 253-571-1003, mnelson@tacoma.k12.wa.us

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