Operations Manager - SST San Antonio (Pool)

Job Descriptions - Human Resources Department

Position:

Operations Manager

Department/Campus:

Campus

Reports to:

Principal

FLSA Status:

Exempt

Pay Grade:

Band 5

Job Type

Full Time

Work Hours

Normal School hours

JOB GOAL

The School Operations Manager is responsible for assisting the School Principal with assigned responsibilities to ensure that all students meet or exceed the State Standards by implementing the policies, regulations and procedures of the School Board. Inherent in the position are the responsibilities for general operations of the school.

POSITION QUALIFICATIONS:

• Bachelor's Degree from an accredited college or university, or a minimum of 2 years SST Schools experience.

DUTIES AND RESPONSIBILITIES:

• The maintenance of the school building
• Make sure that Attendance is taken according to the policies and procedures everyday
• Purchase materials and supplies for the school
• Be responsible for child nutrition programs and its implementation according to rules and regulations
• Oversee timely and accurately processing of free/reduced lunch applications
• Oversee student withdrawal process and its proper documentation
• Supervise office staff to make sure they fulfil their duties and responsibilities
• Arrange bus transportation for certain school events
• Be responsible for after school snacks
• Maintain valid building permits
• Gather quotes for improvements
• Oversee registrar in admission of new students and re-enrollment of current students
• Oversee registrar in maintaining student's files
• Oversee registrar for timely processing of Records/T-rex requests
• Help principal in preparation for the Lottery
• Ensure timely completion of work orders from school principals and administrative office for building and ground maintenance and construction work.
• Regularly review assignment of job priorities and work orders with foremen.
• Keep accurate record of materials ordered or readily available.
• Assign work schedules of renovation, remodeling and repairs of school district building and ground facilities.
• Accurately estimate cost of projects.
• Coordinate district budget requests and projected district-wide maintenance and construction needs with district officials.
• Appropriately requisition district expenditures for building and ground maintenance and repair work.
• Suggest and implement an effective program for upgrading district facilities.
• Be familiar with the financial procedures and policies manual, help correct compliance issues before delegating to central office.
• Being able to use the accounting software effectively
• Be able to pull and interpret reports to keep track of school's financial status.
• Oversee the school's purchasing/procurement process (requisition, purchase order, receiving goods and services, invoice processing), and work with related people as needed.
• Make sure the campus work with the vendors that provide the most competitive pricing for commonly purchased items, and the best value is obtained.
• Overseeing and ensuring that the vendors are paid timely and clean credit history is maintained.
• Process reimbursements timely.
• Prepare and submit monthly payroll change forms (time sheets, insurance paperwork, etc.)
• Maintaining current agreements for all contracted services. Following bidding process as necessary.
• Be responsible for the activity fund. Oversee the deposits, withdrawals, and monthly reconciliations. Encourage fundraising activities campus-wide. Oversee uniform sale.
• Maintaining time and effort documents, and submitting timely to the central office. Being familiar with grant programs' allowable activities, and resolving issue as possible before sending documents to the central office.
• Helping the principal in the development of the Campus Improvement Plan (CIP), being familiar with the budget items listed.
• Be familiar with the grant budget/balance, and provide regular information to the program stakeholders in order to assure timely spending.
• Maintain/oversee maintenance of purchase orders (PO); clean-up cancelled/unused items, fulfill used ones in order to help with accurate forecasting of future expenditures.
• Coordinate correction/reclassification of grant expenditures with the grants department.
• Inform grants department immediately regarding position/duty changes of grant paid employees.
• Ensure timely completion of work orders from school principals and cluster office personnel for finance related work.
• Make sure that an accurate record of financial transactions is kept orderly and readily available for review in soft and hard copy format contemporarily.
• Responsible for sorting, distributing and uploading receipts-invoices for the cluster accountant in the cluster office.
• Work directly with the school secretary to adequately achieve the finance department's goals and objectives.
• Prepare materials (e.g. Activity fund monthly reconciliation, reports analyses, collect revenue in compliance with accounting procedures, etc.) for the purpose of documenting activities, making presentations and/or providing supporting materials for requested actions.
• Prepare monthly activity fund reconciliation according to Activity fund guideline.
• Review daily cash receipts.
• Communicate with the payroll department regarding issues about employees' payroll (employee shall under any circumstances not contact the payroll department directly)
• Review and approve timesheets for non-exempt employees on bimonthly basis
• Keep records of extra duty payments for exempt employees
• Keep records of work days for substitute teachers
• Submit exempt employees' extra duty and substitute teacher records on monthly basis with the Principals approval (currently submitted on paper based Payroll Change Forms, will be converted to online format)
• Review the paystubs each month and check extra duty payments, active employees, and terminated employees
• Enter stipend payment information for qualified teachers on the HR Portal
• Enter leaves for employees with absences on the HR Portal
• Communicate with payroll department about payroll related issues
• Review and approve timesheets and payroll change forms
• Performs other job-related duties as assigned.

SKILLS AND ABILITIES:

• Ability to communicate effectively in both written and oral forms with all levels of management, both internal and external to the district.
• Ability to establish and maintain effective working relationships both internal and external to the district.
• Ability to organize special programs for assigned location(s).
• Ability to use computer including software, database used by the district, spreadsheet and word processing software, calculator, copy machine and telephone.
• Ability to analyze data
• Ability to use effective interview techniques, effective public speaking skills, and problem-solving skills

WORK ENVIRONMENT AND PHYSICAL REQUIREMENTS:

• Light Work: may require occasional light lifting.
• Nights and weekend activities will be occasionally required.
• Position is in office setting and may involve prolonged work at a desk in one location.
• Moderate travel is required.