TITLE: School Office Manager - Elementary

JOB DESCRIPTION:

Manage school office, support school staff and departments with a variety of duties, perform administrative duties for a Principal and coordinate school office staff. Welcome and provide assistance and information to the parents, students, visitors, volunteers, and staff.

QUALIFICATIONS:

• Education and/or experience equivalent to a High School Diploma or GED
• Three (3) years of progressively responsible secretarial or administrative experience, preferably in a school setting
• Completion of District administered skills tests
• State of Arizona Identity Verified (IVP) Fingerprint Clearance Card
• Some positions may require fluency in Spanish
• Some positions may require a valid Driver’s License

ESSENTIAL FUNCTIONS: (Essential functions, as defined under the Americans with Disabilities Act, may include any of the following tasks, knowledge, skills, and other characteristics. This list is ILLUSTRATIVE ONLY, and is not a comprehensive listing of all duties and responsibilities performed by incumbents of this class.)

DUTIES AND RESPONSIBILITIES:

• Schedule meetings and appointments and keep calendar for Principal.
• Prepare complex correspondence and respond to inquiries from other departments.
• Provide public relations support to office staff by dealing in person and by telephone with parents, students, visitors, volunteers, and staff.
• Assist in the development of annual budget, coordinate budgets for the school, and maintain current balances and spreadsheets.
• Maintain and reconcile monthly the Student Activity Account.
• Prepare requisitions and purchase orders.
• Edit payroll information in Kronos.
• Monitor and enter absences in electronic absence reporting system; run reports as requested
• Coordinate services related to sports and student activities, transportation, field trips, and homebound teachers.
• Prepare materials packets for training, in-services, new student registration and special programs.
• Maintain all aspects of student registration and files including paper and electronic records.
• Assign and prioritize work of school office staff.
• Prepare agendas and minutes for a Site Council or school leadership team meetings.
• Transcribe reports and correspondence, maintain confidential files and enter, update, maintain and retrieve confidential information from a variety of databases.
• Prepare program and grant reports and submit to appropriate agency.
• Contact Attendance Officer regarding truant students and provide appropriate documentation.
• Dispense medications to students when nurse is absent.
• Assume duties in absence of Office Assist and/or Office Clerk.
• Perform other duties as assigned.

KNOWLEDGE, SKILLS AND OTHER CHARACTERISTICS:

• Knowledge of federal, state and District rules, regulations related to assigned area
• Knowledge of District attendance, registration, and record keeping policies and procedures
• Knowledge of computer applications and spreadsheets including Munis, Genesis, Kronos and Substitute Reporting System
• Knowledge of budget monitoring and coordination
• Knowledge of administration practices and procedures
• Knowledge of file maintenance and recordkeeping practices and procedures
• Skill utilizing verbal and written communication skills to correspond with or provide information to a culturally diverse population
• Skill utilizing verbal and written communication skills to develop correspondence, reports, and specialized materials and spreadsheets
• Skill coordinating and scheduling meetings, appointments, transportation, and staff
• Skill prioritizing, assigning and reviewing work
• Skill monitoring and administering department or program budgets
• Skill accurately entering, updating, retrieving and maintaining databases pertinent to area of assignment
• Skill accurately transcribing reports and correspondence
• Skill maintaining confidential files and records
• Skill utilizing customer service/public relations skills in responding to requests, inquiries and complaints
• Skill establishing and maintaining effective working relationships
• Skill in caring for ill children in absence of nurse
• Skill in, but not limited to:
• Email
• Word Processing
• Spreadsheets
• Databases
• Presentation Software
• Accounting and basic math
• Use of standard office equipment

WORKING CONDITIONS:

Fast paced general office environment with extensive student and public contact

PHYSICAL EFFORT:

Repetitive motion and eye strain through extensive utilization of computer hardware and software.

May require lifting materials and supplies weighing up to 25 pounds

WORK YEAR: 228 Days

DEPARTMENT/SCHOOL: Elementary School

GRADE: 54

REPORTS TO: Principal

EVALUATION: Classified Personnel Evaluation

SUPERVISES: May supervise clerical staff