Summary

Salary: Range 260
Refer to salary schedule

Under the direction of the principal, coordinates, organizes, and oversees the main office of an Alternative Education, Junior High, or High School. Performs responsible and complex secretarial and administrative support duties for a Principal.  Assists the Principal by performing a variety of administrative tasks and coordinating and prioritizing the workflow and clerical support activities of the school office.

The School Office Manager is the senior position in a career path designated for school site office support.  In general, the School Office Manager has functional responsibility for a school office and other duties that support the overall objective of the position under the direction of a Principal or administrator.  The School Office Manager organizes, oversees, and performs specific duties, although they may vary site-to-site.  A working knowledge is required in the coordination and balance of the school office, where a small amount of supervision is received.
 
The difference among the Alternative Education, Junior High and High School centers around the diversity, complexity and nature of services, number of staff providing leadership and guidance and special skills that may be required.  Incumbents at an Alternative Education School typically perform work to support registration, attendance and counseling areas and oversee and integrate work of 1 – 3 clerical staff.  Incumbents at a Junior High School typically coordinate and integrate work of 3 – 5 clerical staff who work in registration, attendance, and counseling.  Incumbents at a High School typically coordinate and integrate work of 6 or more clerical staff who work in registration, attendance, counseling, student activities and athletics.
 
Advancement to School Office Manager is based on need, compliance with job qualifications, and requires the ability to develop, install and monitor work methods and standards that are effective, efficient, and comply with District needs. 

Essential Duties and Responsibilities

Essential Duties and Responsibilities

• Coordinates alternative education, junior high or high school office activities and other activities that support the overall objective of the position.  Coordinates communications regarding school activities, events and timelines to relieve the Principal of routine administrative detail. 
• Provides training, work direction and guidance to other clerical staff, student helpers, and volunteers.  Evaluates, organizes, and assigns work to optimize support staff time that is available.   
• Performs secretarial duties for the Principal.  Composes letters, memoranda and bulletins independently within scope of authority.  Schedules Principal's appointments and maintains his/her calendar.  Maintains master school schedule. 
• Performs certificated, classified, coaching and/or substitute payroll and personnel responsibilities.  Prepares and maintains a variety of records, forms, files and reports related to employee observation reports or performance evaluations.  Assists substitute personnel by providing them with keys and materials.  
• Performs clerical duties under direction of Principal related to employee observation reports or performance evaluations. 
• Performs duties involving work-related injury or illness claims and reporting. 
• Coordinates school office and other activities acting as contact and reference source for staff, students, parents and the public. 
• Serves as liaison between Plant Manager and site administration for activities and staff support. 
• Coordinates and may participate in the facilitation of staff or other meetings to disseminate information as directed.  Notifies participants, prepares agenda and materials, records minutes, transcribes and distributes as directed. 
• Prepares notices, announcements, newsletters, handbooks, employee packets and   miscellaneous documents. 
• Provides information over the phone or in person to parents, students or school personnel as appropriate.  Resolves routine to complex matters and routes calls to appropriate personnel, as necessary. 
• Maintains school and categorical budget.  Organizes budget and financial material to monitor expenditures and maintains accurate fiscal records for a variety of programs.  Maintains a variety of files. 
• Types from rough drafts or verbal instructions a variety of materials including master schedules, letters, memoranda, requisitions, lists, bulletins, reports and statistical data. 
• Requisitions, receives, stores, and distributes instructional and/or office materials and supplies.  Maintains materials and equipment inventory.  Monitors purchases. 
• Operates and oversees the maintenance of a variety of office equipment including a copier, calculator, fax machine, typewriter, computer, scanner, printer and assigned software. 
• Receives and distributes mail.  May coordinate outgoing bulk mail. 
• Performs research as directed by the Principal or designee.  Computes and compiles information and statistical reports. 
• May participate in projects and events, such as Back-to-School Night, Open House, and/or Award Ceremonies. 
• May assist in duties related to the interview, selection and orientation process of new site employees. 
• May assist and participate in the coordination of summer school program. 
• May assist with tasks in conjunction with revolving cash fund, fund-raising and other student and school activities.  
• May coordinate and participate in the registration of students and related activities. 
• Alternative Education School Only:  Coordinates the administrative aspects of projects and events, such as student recruitment and new student orientation; initiates calls and work orders and monitors progress of facilities maintenance, custodial and other requests; participates and/or coordinates duties related to the ordering, receiving, and distributing of textbooks; assists with procedures involving student discipline/suspension; may perform registrar and/or student attendance duties and related functions; may be responsible for providing first aid and distributing medications to students according to protocols and standing instructions; coordinates and/or oversees graduation, high school, and student activities. 
• High School Only:  Coordinates and/or oversees high school activities such as athletics, cheerleading programs, and graduations. 
• May provide oral and/or written translation for non-English speaking individuals. 
• Performs other duties as assigned that support the overall objective of the position. 

• In-depth knowledge of practices, procedures and equipment, including filing systems, receptionist and telephone techniques, and letter and report writing.
• Working knowledge of District and department operations, policies and procedures.
• Working knowledge of Education Codes applicable to the area of assignment.
• Working knowledge of personal computer based software programs that support this level of work, including but not limited to word processing, spreadsheet, presentation graphics, special applications used for education administration, and data entry onto custom databases, such as substitute employee management or human resource/ payroll systems.
• Basic skill at facilitating problem-solving processes. 
• Sufficient mathematics skills to perform financial and statistical record keeping. 
• Sufficient English usage, grammar, spelling, and punctuation to prepare professional correspondence.
• Sufficient human relations skills to work productively and cooperatively with diverse groups within and outside the District, using tact, patience and courtesy.
• Oral and written communication skills.

• Independently perform all of the duties of the position efficiently and in an open environment with interruptions and distractions.
• Perform secretarial and clerical work with speed and accuracy.
• Learn, interpret, explain and apply knowledge of district and site organization, operations, programs, functions, special terminology used in the organization unit, and labor agreements to relieve an administrator of a variety of administrative details. 
• Prepare spreadsheets, graphs and charts, and enter, import, and export data to and from databases. 
• Use a personal computer to produce correspondence, reports and conduct research.
• Plan, organize and prioritize work in order to meet schedules and timelines.
• Work cooperatively and communicate effectively with staff, external organizations, and public using patience, tact, and courtesy.
• Maintain confidentiality of private and sensitive information.

• Function indoors in an office environment engaged in work of primarily a sedentary nature. 
• Ambulatory ability to sit for extended periods of time, to utilize microcomputers and peripheral equipment, accomplish other desktop work, and to move to various locations.
• Near vision to read printed materials. 
• Auditory ability to carry on conversations in person and over the phone. 
• Retrieve work materials from overhead, waist, and ground level files. 
• Manual and finger dexterity to write, use a pointing device, keyboard at 60 w.p.m., operate microcomputer, and to operate other standardized office equipment, almost constantly requiring repetitive motions.

Minimum Qualifications

Education and Experience
High school diploma or equivalent, supplemental coursework in general business or related field and five years of progressive experience in a clerical, financial and secretarial capacity, which includes two years in a school office setting.  Alternatively, an Associates Degree or equivalent and three years of progressive secretarial experience in a school office setting would be acceptable.

Optional Second Language
Some positions in this classification require the ability to speak, read, and write a second language in addition to English, any may require bilingual proficiency for which selective certification may apply (Education Code 45277).

Licenses and Certificates
May require a valid California driver's license.

Working Conditions
Work is performed in an office environment.  The office supports a high volume of activity and is subject to constant interruptions.