Data and Operations Specialist - Maritime 253 Skills Center

Description

Tacoma Public Schools

Expected Start Date: May 4, 2026

FTE: 1.0

Hours per day: 8

Salary Level: PT7 $43.23 - $60.53/hour

Union/Days per year: Professional Technical; 260 days; 12-month

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

Examples Of Duties

SUMMARY
The Data and Operations Specialist provides comprehensive administrative, data, and operational support to ensure efficient and compliant Maritime | 253 school and program operations. This position manages student information and state reporting, coordinates purchasing and logistics, supports facilities and event operations, and serves as a primary contact for students, families, staff, and community partners. The role upholds high standards of accuracy, service, and confidentiality to support the mission of the Maritime program.

ESSENTIAL JOB FUNCTIONS

• Manages and coordinates the front office operations. Answers and responds to telephone and in-person inquiries from students, parents, staff, and the public; coordinates special projects; communicates information to staff, students, parents/guardians, and/or other districts, in keeping with school and District objectives.

• Manages all building-level fiscal operations by establishing and maintaining a comprehensive financial tracking and balancing system for all Maritime|253 funds—including CTE ASB, Grant, and special program accounts. Oversees purchasing workflows, expenditure control, and alignment with district financial procedures.

• Maintains, reconciles, and reports on budgets; monitors account activity; and keeps the director informed of fiscal status and emerging issues. Coordinates closely with Finance, Budget, Purchasing, Payroll, and Human Resources to ensure accuracy, compliance, and audit readiness within the district’s financial accounting system.

• Identifies and resolves, as knowledge permits, complex funding formulas, budgetary problems, or discrepancies; analyzes and prepares financial reports and month-end financial statements; makes ledger/journal entries; maintains revenue accounts; reconciles bank statements.

• Coordinates payroll and personnel recordkeeping functions; establishes and maintains files for staff, for building records and other school records; processes District timekeeping for assigned school/building through District time-keeping software; ensures adequate daily substitute personnel in collaboration with the district substitute office.

• Verifies, processes, and reconciles cash receipts, checks, cash, and credit card to the District cash register system; ensures revenues, expenditures, and budget balances are recorded appropriately; balances daily cash drawer; processes transactions through the credit card machine and reconciles daily; completes daily, monthly and yearly reports as required.

• Provides administrative support and oversite of building and operating spaces and travel management; coordinates a variety of programs and/or activities, as assigned, including, but not limited to, interviews, tutors, commencement, and volunteers through District management software.

• Assists with, and responds to federal, state, county, and other applicable governing regulations and policies, as appropriate.

• Assists staff in coordinating field trips and travel forms for transportation, lodging, meals, and encompassed fees; enters bus requests in computerized transportation system; communicates with Transportation Department regarding student transportation; reconciles field trip and bus costs; monitor grant monies from outside vendors and request reimbursement or initiates an invoice.

• Contacts parents and/or makes arrangements to transport ill or injured students as necessary; in the absence of the school health room staff provides basic first aid medical care as needed; may enter health room visit data into District system; may complete accident reports; gives medication as directed by school nurse or principal.

• Creates and maintains the school/building Master Schedule annually. Records and maintains quality control of the student demographic information in the student information system; enters student enrollment and withdrawal information for District and District approved student support programs; ensures student data is aligned with District and State requirements; assists staff and other end users of the student information systems; performs query reports for the assigned school/building administrators in support of District wide initiatives.

• Enters appropriate and accurate grades into students record creating a legal document (transcript); translates transfer students transcripts and enters into student information system; enters, ensures accuracy and maintains grade reporting information; reviews and processes student grades for District and approved student support programs; sends Interim Progress Reports (IPR) and Report Card (RC) grading timeline to appropriate staff; checks for inaccuracies and works with staff for corrections.

• Coordinates facility rental of school building when use is requested by public, schools, other activities and booster clubs through District software program; monitors fees for building use and oversees collection of proper documentation; manages building key usage and issues to staff through District provided software; assigns value of keys and collection of funds if lost or damaged; coordinates use of school vans, if assigned for school or extra-curricular activities.

• 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 approved District student support programs; analyzes and compares credits to schedules; participates as a key player in support of District goals at the assigned school/building; submits P223 to District to meet state deadline for reporting.

• 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.

• Maintains a high level of knowledge of the TPS Student Information System and other data reporting systems.

• Maintains knowledge of current developments and requirements related to updates of District, Federal, and State guidelines, and applicable procedures.

• Maintains a high level of professionalism, displays an exceptional level of customer service with a commitment to customer success.

• Maintains a high level of attention to detail and accuracy.

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

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

Minimum Qualifications

MINIMUM QUALIFICATIONS
Education and Experience
High school graduation or equivalent; Associate’s degree in business, computer science, communications, or related field; three years of increasingly responsible experience using a student information system; experience with District supported applications, enrollment software, and learning management systems, 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 purchasing procedures, procurement practices, and vendor management.
Knowledge of collaborative problem-solving methods.
Knowledge of Career and Technical Educational principles, practices, and programs.
Knowledge of budget tracking, fiscal reporting, and grant-related documentation.
Knowledge of inventory control methods, logistics coordination, and recordkeeping practices.
Knowledge of customer service principles and office practices.
Skill in preparing written reports, summaries, and financial documentation.
Skill in organizing and maintaining detailed records.
Skill in spreadsheet, database, and financial tracking applications.
Skill in communicating clearly and professionally with staff, vendors, and external partners.
Skill in identifying and resolving issues related to procurement, inventory, and logistical coordination.
Ability to organize, prioritize, and complete work in a time-sensitive environment.
Ability to work independently and as part of a team.
Ability to maintain accurate records and follow established procedures.
Ability to coordinate logistics and manage multiple tasks simultaneously.
Ability to establish and maintain effective working relationships in a multicultural, diverse setting.
Ability to demonstrate reasonable, reliable, and regular attendance.

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.

Nondiscrimination Statement

Tacoma Public Schools does not discriminate in any programs or activities on the basis of sex, race, ethnicity, creed, religion, color, national origin, immigration or citizenship status, age, veteran or military status, sexual orientation, gender expression, gender identity, homelessness, disability, neurodivergence, 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, Gender-Inclusive Schools Coordinator, and Title IX Coordinator:

Tiffany Davis-Brantley

253-571-1252, civilrights@tacoma.k12.wa.us

Section 504 Coordinator: Laura Tuman

253-571-1086, 504Coordinator@tacoma.k12.wa.us

Tacoma Public Schools

Mailing Address:

P.O. Box 1357

Tacoma, WA 98401-1357

www.tacomaschools.org