Office Manager - High School [CS13]

Office Manager

This position is responsible for providing administrative and secretarial support to assigned school administrators; monitoring assigned activities; and providing information, recommendations and/or direction as may be requested by assigned administrator; and to ensure themain office is run efficiently.

To perform this job successfully, an individual must be able to perform each essential duty/function satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Job Tasks Descriptions - Frequency - % of Time

• Coordinates a variety of programs and/or activities (e.g. building schedule, substitute teachers, assignments, conference room usage, meetings, site in-service day activities, workshops, travel/accommodations, school opening/closing, etc.) to ensure the availability of facilities, equipment, or personnel. - D - 20%
• Composes a wide variety of documents (e.g. correspondence, agendas, minutes, bulletins, reports, etc.) to communicate information to school and district personnel, the public, state officials, etc. - W - 10%
• Compiles data from a variety of sources (e.g. student information, time sheets, calendars, expenditures/budget, newsletters, staff attendance records, substitute log, etc.) to comply with district, financial, legal, and/or administrative requirements. Serves as a timekeeper for the school site. - D - 10%
• Maintains manual and electronic documents, files and records (e.g. student enrollment/withdrawal information, emergency cards, discipline referral information, attendance records, facility use, contracts, timesheets, keys, security cards, work orders, etc.) to provide up-to-date reference and audit trail. - D - 10%
• Monitors students referred for illness, discipline, etc. to ensure their safety and welfare. May administer first aid and prescription medications to students (under the direction of a health care professional) to provide emergency or necessary care in accordance with district, state, and federal requirements. - D - 5%
• Monitors assigned activities and/or program components (e.g. school site budget, account expenditures, purchase order documentation, account balances, grants, etc.) to ensure compliance with financial, legal, and/or administrative requirements. - W/M - 10%
• Oversees assigned staff and students to schedule work assignments, providing direction, set expectations, and/or assistance in performing their functions. - D - 5%
• Participates in meetings, workshops and seminars as assigned to convey and/or gather information required to perform functions. Presents information on administrative procedures, services, regulations, etc. to train and orient school personnel and/or disseminate information to appropriate parties. - Q - 5%
• Processes documents and materials (e.g. requests for field trip transportation, enrollment/withdrawal, daily attendance, report cards, discipline referrals, homeroom assignments, substitutes, maintenance requests, keys, grade books, etc.) to ensure efficient communication to all stakeholders. - D - 10%
• Responds to inquiries from a variety of internal and external parties (e.g. staff, parents, students, public agencies, etc.) to provide information, facilitate communication, and/or provide direction. - D - 5%
• Supports assigned administrative personnel to provide assistance with administrative functions. - D - 5%
• Performs other duties as assigned - Ongoing - 5%

Education and related work experience:

• High school diploma, or equivalent, required
• Specialized courses in accounting, finance, or business management, preferred
• 2-4 years' experience in office management, personnel management, accounting, or related field, preferred

Licenses, registrations or certifications:

• Criminal background check required for hire.

Technical skills, knowledge, & abilities:

• Advanced oral and written communication skills
• Advanced analytical skills; ability to review and interpret technical information and draw conclusions
• Bookkeeping, accounting, and math skills
• Adapts easily to changing work standards
• Critical thinking and problem-solving skills
• Attention to detail
• Ability to schedule meetings, activities, or trainings as they relate to the job
• Ability to use pertinent software applications, manage and maintain accurate records, and plan and manage projects
• Ability to maintain confidentiality in all aspects of the job
• Ability and willingness to adhere to attendance expectations and to follow district procedures for absence reporting
• Ability to promote and follow Board of Trustees policies, District policies, and building and department procedures
• Ability to communicate, interact, and work effectively and cooperatively with all people including those from diverse ethnic and educational backgrounds
• Ability to recognize the importance of safety in the workplace, follow safety rules, practice safe work habits, utilize appropriate/required safety equipment, and report unsafe conditions to the appropriate administrator

Materials and equipment operating knowledge:

• Operating knowledge of and experience with personal computers and peripherals
• Operating knowledge of and experience with typical office equipment, such as telephones, copier, fax machine, etc.
• Operating knowledge of and experience with office productivity programs, such as Microsoft Office Suite, E-mail, etc.
• Operating knowledge of district information technology systems and department-specific software and equipment required within 3 months after entering position

Reporting relationships & direction/guidance:

• Reports to: Principal
• Direct reports: This position has no direct reports
• Serves as supervisor for daily functions in the main office; may plan and direct work, assign duties, address complaints, resolve problems, train new employees, etc.

Budget and/or resource responsibility:

• Makes recommendations that effect the allocation of resources; tracks and audits budget once it has been adopted, participates in data collection and organization of budget materials; may initiate requisitions

Physical requirements & working conditions:

• The physical demands, work environment factors, and mental functions are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.