SOUTHEASTERN COOPERATIVE EDUCATIONAL PROGRAMS (SECEP)

Central Administration - Office Manager III

DEFINITION

Assists the Executive Director and Human Resources Director with routine and complex administrative tasks to ensure the smooth and efficient operation of the Central Administrative Offices. The incumbent independently sets daily priorities based on an in-depth understanding of overall office operations. The position requires advanced knowledge of MUNIS, bookkeeping, payroll, travel arrangements, conference registration, meeting preparation, fiscal management, and coordination of clerical staff.

SUPERVISION

Work is performed under the general supervision of the Executive Director and in accordance with established procedures. The position allows considerable latitude for initiative and independent judgment in establishing daily priorities based on comprehensive knowledge of administrative and human resources functions. Supervision is exercised over all clerical positions assigned to the school.

DISTINGUISHING CHARACTERISTICS

The Central Administrative Office Manager (CAOM) may perform a wide range of clerical duties in support of all assistant directors. This position is distinguished by responsibility for supervising a larger number of staff and providing payroll support, managing appropriations, travel arrangements, credit cards, division-wide supply orders, and routine budget items. The CAOM also assumes responsibility for supporting the financial duties of school office managers during extended absences.

ESSENTIAL FUNCTIONS AND DUTIES

• Plans, coordinates, and ensures the successful completion of clerical, secretarial, human resources, and administrative support activities for Central Administration staff.
• Responds to a wide range of telephone and in-person inquiries from staff and other school personnel.
• Performs complex secretarial duties for multiple administrators, including ordering and tracking office supplies for administrative staff.
• Maintains financial records; collects, receipts, and deposits monies; prepares checks for payment; posts receipts and disbursements to accounts; codes transactions in TRUIST; processes requisitions; and provides quarterly training for office managers. Tabulates and prepares financial reports and statistical data using MUNIS.
• Assists with coordinating the activities of administrative support staff within the Central Administration building.
• Supports preparation for Board meetings, including formatting, printing, assembling materials, and transcribing meeting minutes.
• Maintains school locations, staff listings, and division-wide contact directories.
• Ensures accurate documentation and processing of personnel action requests (PARs) within Norfolk Public Schools Human Resources systems, ESP, and TRUIST.
• Occasionally relieves the front desk receptionist for routine breaks and lunches.
• Performs additional duties as assigned.

MINIMUM EDUCATION, TRAINING, AND EXPERIENCE REQUIREMENTS

Graduation from high school, preferably supplemented by college-level coursework in office management, and progressively responsible experience in clerical and secretarial work; or an equivalent combination of education and experience sufficient to demonstrate the required knowledge, skills, and abilities.

Proficiency with Microsoft Office applications, Canva, Google Docs, and related office productivity tools is required.

PHYSICAL ATTRIBUTES

Work is performed in a school or office environment and requires the ability to perform normal daily activities, including sitting, standing, walking, bending, reaching, and carrying light items.

UNUSUAL DEMANDS

Work is subject to frequent interruptions and requires the ability to reprioritize and adjust schedules to accommodate unexpected changes.