8 Hour Office Manager - Realms High/Middle School - Temporary

Position Title: Office Manager I – Small School (fewer than 400 students)

Department:

Reports To: Site Administrator

Bend-La Pine Schools (BLS) is committed to the principle of equity. Equity supersedes the notion of equality, where all are treated the same. Pursuing equity requires the removal of barriers and the promotion of inclusive practices so that all students fully benefit. The principle of equity will inform all BLS policies, regulations, operations, practices, and resource allocations.

Studies have shown that some individuals (women and people of color, for example) are less likely to apply for jobs unless they believe they meet every single qualification in a job description. The goal of this search is to find the best candidate for the position, and it must be acknowledged that the best candidate may be an individual from a less-traditional background. Interested individuals are encouraged to apply even if they don’t believe they meet every one of the listed qualifications. Interested individuals who are unsure whether they meet the qualifications of a position, or how this would be determined, should reach out to Human Resources to discuss those qualifications.

Job Definition:

Under minimal supervision, the School Office Manager I assists the principal of a small elementary or secondary school in the management of daily operations by providing administrative and organizational services. The scope of the responsibilities for the School Office Manager I varies with the size and level of the school (elementary or secondary). The majority of this employee's time is spent in contact with people which requires public and human relations skills, flexibility of nature, and effective oral and written communication skills. The School Office Manager I must use current office equipment which includes computers, copy machines, and automated telephone/intercom systems; basic bookkeeping and accounting skills are also required. The School Office Manager I serves as the primary contact person for students, parents, district staff, and community members. This position requires the use of independent judgment in the absence of the administrator to deal with a variety of unanticipated problems and concerns. The School Office Manager I works under the supervision of the site administrator. This job description may not include all assigned duties.

This job description may not include all assigned duties. This position is represented by the Oregon School Employees Association (OSEA).

Bend-La Pine Schools provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.

Nature and Scope of Work:

Essential Job Functions:

• Assures office management and support services are provided by scheduling and distributing the workload among all available office staff.
• Assists principal with preparing annual budgets and ensuring that expenditures are coded to the proper budget code or grants throughout the school year.
• Contributes to the positive atmosphere of the school by maintaining excellent rapport with students, parents, and staff.
• Coordinates and trains student assistants, parent volunteers, and substitutes.
• Maintains payroll/leave information as well as numerous other office records.
• Orders, receives, distributes, and maintains school and office supplies.
• Maintains school accounting record, including, but not limited to, preparing purchase orders and receiving orders, depositing and recording cash receipts in a timely manner, enforcing student body accounting guidelines, preparing the bank reconciliation, and reconciling petty cash.
• Assures personal, confidential administrative support services to the principal and other administrative staff by composing, typing, and distributing correspondence, maintaining a calendar and schedule of events, processing staff evaluations, and maintaining files.
• Assists building administrators with reports, composing letters, memoranda, and other materials from oral comments, straight copy, or rough draft. May include staff and family communications, knowledge of social media, maintaining school web site, and general knowledge of school acronyms.
• Assures positive efficient services are provided to the community by initiating and answering telephone calls or emails, providing school information and building tours, enrolling new students, and checking for proper compliance with district policies and laws governing immunizations.
• Provides communication to students, parents and staff through the use of newsletters, e-mail, bulletin boards, automated phone systems, and daily announcements,
• Assures that all student records and files are correct, updated, and copied for forwarding to requesting schools and assures that confidential nature of all student records is maintained.
• In the absence of a school nurse, supervises the health room. Duties could include: administer first aid, dispense medications, compile required reports, and follow communication protocols with families, staff, and district risk management personnel. Must be confident in following district protocols during emergency/pandemic situations.
• Provides reports from student management system for use by administrators/supervisors.
• Serves as information liaison between the supervisor, other administrators, teachers, district office personnel, and the general public.
• Point person for site facility keys, district badges, and facility/maintenance requests. Maintains monthly safety records to ensure drills are completed in a timely manner. Participates on site safety committee.
• Sorts, processes, and determines the routing of mail. Ensures documentation for incident reporting. Provides follow up communication with families, staff, and district risk management personnel.
• Supervises other office support staff.
• Answers questions and provides information which requires a thorough knowledge of the district.
• Fulfills other related duties as assigned
• Fulfills performance standards identified in the evaluation process as required by the position.
• Fulfills working conditions and physical effort listed below.

Working Conditions:

The employee frequently lifts, moves and carries items weighing up to 30 pounds and/or maneuvers boxes weighing up to 50 pounds. The position works under tight inflexible deadlines. The tasks require extreme accuracy and concentration, ability to multitask in stressful environments with continual interruptions. This role requires extreme confidentiality with staff, students and families.

Knowledge, Skills, and Abilities:

• Understanding of basic accounting principles, including purchasing and receiving cycles, account coding, bank reconciliation preparation, and petty cash maintenance and reconciliation.
• Current office practices, procedures, communication and equipment.
• Rules, regulations, procedures, functions and policies of the district.
• Office management principles.
• Methods of supervision.
• Filing and record keeping systems.
• Student behavior and methods to assure proper conduct.
• Safety practices.
• Thorough understanding of the area change request process and inter-district transfer process in order to help families navigate the required application process.
• General knowledge of all clerical positions, roles, and functions; able to fill in as needed.
• Organize and complete complicated clerical tasks.
• Ability to read and interpret various accounting reports, including budget reports and student body transactional codes.
• Ability to periodically analyze accounts to ensure that school and student body expenditures have been posted properly.
• Perform clerical work involving self-initiative and the use of independent judgment.
• Obtain or possess a valid Oregon driver's license and maintain an insurable status for automobile and liability coverage, as required by the position.
• Abide by confidentiality requirements.
• Adhere to the district requirements for a drug-free workplace.
• Hold a valid first aid card.
• Ability to learn to deal with bodily fluids.
• Communicate clearly and appropriately in speech and in writing in accordance with educational standards.
• Must be able to use district-related software systems, internet, and e-mail systems. The ability to design and use spreadsheets/databases is a plus.
• Possess the physical ability to regularly attend work and fulfill the essential functions of the position, with or without reasonable accommodation.

Education and Experience:

High school diploma or equivalent and more than two years of advanced education/experience in the specific job requirements. The position requires the application of general principles or techniques and training not normally received in a high school.

The position requires working knowledge of technical procedures or work activity areas and ability to teach them to others. Knowledge of work-related school district policies and practices is necessary. Job proficiency can be acquired in twelve to twenty-four months.

Certification and Licensing:

The statements herein reflect general details as necessary to describe the principal functions of the job, the level of knowledge and skills typically required, and the scope of responsibility, but should not be considered an all-inclusive listing of work and physical requirements. Individuals may perform other duties as assigned, including work in other functional areas to cover absences or relief, to equalize peak work or otherwise to balance the workload.

The system will not take uploads from employees, so please email supporting documents to hr-recruitment@bend.k12.or.us

This position’s pay is annualized to include summer months.

This position is currently represented by the Oregon School Employees Association, Chapter No. 6