TITLE:   School Office Manager – Middle School

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: 

1. Education and/or experience equivalent to a High School Diploma or GED
2. Three (3) years of progressively responsible secretarial or administrative experience, preferably in a school setting
3. Completion of District administered skills tests.
4. State of Arizona Identity Verified (IVP) Fingerprint Clearance Card
5. Some positions may require fluency in Spanish
6. 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

Please note that the closing date for this posting may be changed at any time without prior notice.

WORK YEAR: 238 Days

DEPARTMENT/SCHOOL: Middle School

GRADE: 54

REPORTS TO:  Principal

EVALUATION:  Classified Personnel Evaluation

SUPERVISES:  May supervise clerical staff