School Office Manager- Magnet Traditional

Phoenix Elementary School District #1 Secretary

Grade 114- Salary: $21.70 to $24.80 per hour, depending on experience.

This is a full-time, 12-month position and is eligible for health benefits.

As a condition of employment, all new hires must obtain and maintain a valid Level One IVP Fingerprint Clearance Card issued by the Arizona Department of Public Safety (DPS).

SPANISH BILINGUAL STRONGLY PREFERRED

This responsible position requires the performance of a variety of complex secretarial and clerical work in a school location. You will play a key role in ensuring the integrity of student data, maintaining effective office procedures, and providing critical administrative support to the principal. This work is essential to the Phoenix Elementary School District #1 mission of Inspiring Every Child to Achieve, by supporting the foundational operations that ensure equity and excellence for all students. This position also includes the supervision of clerical staff.

Essential Duties and Responsibilities:

Data Integrity & Compliance Management

Performance Objective: Ensure the absolute accuracy and security of student and state reporting data to maximize district funding and maintain regulatory compliance.

Success Standards:

• 100% accuracy in ADE/SAIS uploads with zero unreconciled errors in ADM, ELL, or SPED data by reporting deadlines.
• Successful audit outcomes for student information software entries through monthly validation checks.

Office Operations & Strategic Administration

Performance Objective: Establish and maintain high-efficiency office procedures and executive support systems that streamline school functions.

Success Standards:

• Maintenance of a conflict-free master and principal calendar with 48-hour advance confirmation of all engagements.
• Implementation of standardized filing and reporting procedures that reduce retrieval time for critical documents by 20%.

Personnel & Financial Administration

Performance Objective: Oversee accurate payroll documentation, budget tracking, and clerical staff performance to ensure operational continuity.

Success Standards:

• 100% accuracy in employee time and attendance editing, resulting in zero payroll grievances or corrections.
• Budgetary expenditures and time slips are reconciled weekly with no more than a 2% variance from raw data records.

Stakeholder Relations & Communications

Performance Objective: Serve as the primary liaison for the principal, delivering professional communications and managing community interactions to enhance the school's reputation.

Success Standards:

• 100% of external inquiries and visitor greetings are handled within standard response times with a 90%+ positive feedback rating on service.
• All written communications, including newsletters and reports, are produced with zero typographical errors and distributed on schedule.

Team Leadership & Supervision

Performance Objective: Direct and develop clerical staff through effective delegation and workload management to ensure peak departmental performance.

Success Standards:

• Weekly job assignments for subordinates result in 100% completion of departmental tasks by specified deadlines.
• Successful completion of required district technology training by all team members within the fiscal year.

Minimum Education and/or Experience:

• High School diploma or GED
• Minimum 3 years' experience in general secretarial or clerical work.

Preferred Education and/or Experience:

• Formal Secretarial training.
• School office experience.
• Spanish bilingual

Knowledge, Skills and Abilities:

Knowledge of:

• The ADE's SAIS program and all ADE reports related to ADM, ELL, SPED, etc..
• Department organization, methods, standards, and practices.
• Standard business practices/methods and procedures.
• All district requirements and School Board Policies.
• Office-related computer programs, including MS Word, Excel, recordkeeping, and Desktop Publishing.

Skilled in:

• Using the District's student information software.
• Using the District's time and attendance software.
• Successfully passing a written secretarial test (score 90%).
• Typing at 60 w.p.m.
• Transcribing and typing correspondence, reports, etc., from rough draft/dictation equipment/notes at 65 wpm.
• Effective telephone technique.
• Computer and typing skills.
• Proficiency with Software, Word Perfect, Excel, SASI.

Ability to:

• Write reports, business correspondence, etc..
• Effectively present information and respond to questions from administrators, staff, and the general public.
• Work with mathematical concepts such as probability and statistical inference.
• Apply concepts such as fractions, percentages, ratios, and proportions to practical situations.
• Interface effectively with other departments, school personnel, other maintenance staff, and business contacts.
• Read, write, and speak Spanish (Bilingual Spanish/English preferred).
• Operate general office equipment (typewriter, computer, copy machine, and other business machines).
• Maintain confidentiality and possess unquestionable integrity.
• Work independently with minimal supervision.
• Understand and carry out complex oral and written instructions.
• Communicate effectively, orally and in writing.
• Prioritize multiple tasks, work under stress, meet deadlines, and take direction.
• Work with frequent interruptions.
• Establish and maintain an efficient filing system.
• Perform general operations which require the exercise of judgment.
• Solve practical problems and deal with a variety of concrete variables.
• Interpret a variety of instructions furnished in written, oral, diagram, or schedule form.
• Accurately perform assigned tasks.
• Possess excellent oral and written communication skills and interpersonal relationship skills.

Core Competencies:

Accountability - Analytical Thinking - Concern for Order - Planning Ahead

Phoenix Elementary School District #1