Job Details

Secretary IV, School Building Office Manager

The school office manager coordinates work of office staff. Serves as administrative assistant to the building principal(s). Acts as a liaison between principal(s) and staff, students, parents/guardians, and the community, providing clear communications as directed by administration.

The duties and responsibilities of this position include:

• Be thoroughly familiar with the operation of the school
• Manage daily school operations, including building security
• Greet visitors, staff, and students both in person and via phone, in a friendly and professional manner
• Respond to questions and requests from staff, students, parents and supervisors in a positive and professional manner both in person and via phone providing a high level of customer service
• Monitor building budget expenditures and reconcile accounts with district transaction reports
• Greet and welcome substitutes daily, providing direction and guidance. Process necessary substitute information daily. Perform sub-calling duties in cooperation with substitute coordinator when necessary. Coordinate building coverage if subs are not available.
• Edit, design, and distribute school newsletter/communications
• Process credit card transactions, purchase orders and check requests; track orders, receive shipments and submit forms for payment. Inventory and maintain building supplies.
• Perform all clerical work as assigned by the principal(s)
• Train office staff and student office assistants and coordinate the office workload
• Maintain current student information and schedules in student records management database and student cumulative and confidential files, or assist the registrar as necessary at the secondary level
• Register new students and withdraw exiting students, processing paperwork and entering data in student information system, or assist the registrar as necessary at the secondary level
• Enter, compile and generate data for required reports upon request
• Prepare, track, and submit payroll documentation
• Establish and maintain electronic and manual filing systems, following state records retention guidelines
• Distribute building keys and maintain accurate records of same
• Investigate and resolve discrepancies and problems in student records database
• Arrange for distribution of incoming mail and community publicity items
• Use two-way radios to maintain contact within building as needed
• Operate and ensure maintenance of office equipment, including copy machines, computers and printers
• Assist with health room duties. Administer medications pursuant to Board policy and pursuant to state and federal law.
• Update and maintain building website and calendars
• May provide support for after-hours events as needed
• Use cash receipting system (currently InTouch) to process student fees, fines and receipts; generate reports to meet audit requirements as required
• Process ASB transactions including purchase orders, and warrant vouchers on ASB funds. Supervise student ASB officers with recordkeeping duties as needed.
• Enter and monitor student fees in the cash receipting system; run daily reports; complete daily deposits, and email parents/guardians regarding status of unpaid fees
• Provide a high level of customer service
• Handle confidential information with integrity and discretion
• Other duties as assigned

Each of the positions at the specific school serves as one unit of the whole team, and as such, is subject to assignment to tasks in other areas as directed within the classification.

The knowledge, skills and abilities required for this position include:

• Ability to independently make decisions that align with district policy and administrator expectations
• Ability to organize and accomplish a variety of responsibilities independently with limited direction, often under stressful conditions and with regular interruptions
• Maintain an attitude of helpfulness, flexibility, and professionalism, and provide excellent customer service to students, staff and public in a confidential and ethical manner
• Ability to work collaboratively as part of the school office team and maintain positive relationships with students, parents, co-workers, and patrons
• Ability to maintain confidentiality
• Ability to supervise and interact with students in a positive and professional manner
• Ability to remain calm in times of high stress
• Possess clerical skills with solid technology background, including Google Drive, database management and Microsoft Office proficiency (Word, Excel, Outlook, and Publisher); proficiency with Skyward preferred
• Demonstrate appropriate computer skills, including the ability to create and modify documents and to adapt to new technologies
• Ability to operate standard office equipment
• Respect confidential nature of student information and avoid sharing of information regarding students
• Must have knowledge of, or demonstrated ability to, learn district-approved record keeping and reporting systems
• Demonstrated ability to work with people in a positive manner
• Must demonstrate effective organizational skills and demonstrate ability to effectively meet timelines

The mental demands of this position include:

• Required to work independently, often under stressful conditions with frequent interruptions
• Required to work with a wide range of vendor, staff, student, and public behaviors and needs in a positive and service-oriented manner
• May experience shifts in work schedule according to district needs
• May occasionally deal with distraught or difficult students, staff and/or members of the public

The physical demands of this position include:

• Ability to lift up to 45 pounds
• Amount of sitting, standing and walking may vary depending on assignments. Generally, the job requires 60% sitting, 20% walking, and 20% standing.
• The usual and customary methods of performing the job's functions require the following physical demands: the employee frequently will stand and walk and use hands for repetitive grasping and significant fine finger dexterity. The employee is frequently required to sit, bend at neck and back, use hands to push/pull and lift/carry; squat, kneel, climb stairs or ladders, reach overhead, lift overhead, and knee stand.

The required qualifications for this position include:

• Must have a high school diploma or equivalent
• Minimum of two years office management training and/or and related work experience required
• Type and/or keyboard accurately at 55 adjusted wpm*
• Basic computer knowledge and skills, including Google Drive, MS Windows, Excel, Word, and Outlook*
• Ability to use proper grammar and English in both oral and written communication, as well as the usage of correct spelling and basic arithmetic functions*
• Cash register and ten-key competency in speed and accuracy preferred
• Bookkeeping experience preferred

*Testing to be used to determine knowledge of pertinent skills