Office Manager - School Inspectors Office

Office Manager

This class is accountable for performing a full range of office management, administrative and secretarial support functions for the School Inspector's Office. This position is responsible for providing administrative and secretarial assistance of a confidential and responsible nature requiring knowledge of the district-wide and department systems and procedures. Skills are required to perform multiple tasks with a potential need to upgrade skills in order to meet changing job conditions.

Specific skill-based competencies required to satisfactorily perform the functions of the job include: operating standard office equipment; using pertinent software applications; responding to inquiries from a variety of internal and external parties for the purpose of providing information, and preparing and maintaining accurate records.

Qualifications: High School Diploma or GED. General Experience Five (5) years of general clerical or secretarial experience. Special Experience Two (2) years of the General Experience must have been as lead or supervisory experience. College training may be substituted for the General Experience on the basis of fifteen (15) semester hours equaling one-half (1/2) year of experience to a maximum of two (2) years. Preferred: Experience in an urban school district and/or a multicultural environment.

Knowledge of and ability to assist with budget preparation and budget revisions; Knowledge and experience of principles and practices of office management; Knowledge of department and/or unit policies and procedures; Knowledge of and ability to use computer system (including Microsoft Windows, Excel, PowerPoint, Internet, Adobe, outlook as examples); Considerable interpersonal skills; Excellent oral and written communication skills for interacting with staff, parents and community; Critical thinking, problem solving and organizational skills; Skill in performing arithmetical computations with speed and accuracy; Supervisory ability; Considerable ability to read, interpret and apply complex materials; Ability to maintain a variety of office records in an organized and systematic manner; Ability to maintain confidentiality; meet deadlines/schedules and work with detailed information/data despite frequent interruptions; Ability to meet deadlines/schedules and work with detailed information/data with frequent interruptions; Ability to operate office equipment which includes personal computers and other automated equipment; Ability to operate office suite software; Ability to prioritize work and make sound decisions in accordance with department policies and procedures; Ability to work in a team environment and with a diverse group in a variety of circumstances; Ability to work with individuals from diverse backgrounds.

May lead other clerical staff as assigned.

The following identifies the primary and essential functions of the position and is not intended to be an exhaustive listing of all duties. Answers telephones and screens incoming calls and provides information to callers requiring knowledge and sensitivity to the department's function; Assists with payables and receivables activity accounts, expenditures within the budget, input of purchase orders and payment vouchers; Audits monthly reports for accuracy and alignment to prepare documents for submission; Compiles data and prepares reports; Compiles information from a variety of sources and prepares charts and graphs as requested; Composes routine letters and memos; Coordinates workflow; Determines priorities, assigns and reviews work; Develops and maintains constructive and cooperative working relationships with supervisor, co-workers, and stakeholders; Develops and maintains filing systems, forms and office procedures; Develops specific goals and plans to prioritize, organize, and accomplish work; Develops work performance and procedural standards and guidelines; Explains department policy to staff and public; Handles telephone and written inquiries for information and assistance; Maintains inventory control; Maintains office records; Manages overall office organization and inventory; Manages records of expenditures for the budget, input of requisitions and payment vouchers; Manages the receiving of purchases and manages the storage and distribution of materials; Orders supplies for the department; Performs day-to-day administrative tasks such as maintaining information files and processing paperwork; Problem solves office staff concerns in the absence of the supervisor; Problem solves with business office and vendors as necessary; Provide referrals to families, in office or on the telephone; Provides information to supervisor, co-workers, and public by telephone, in person, or in writing; Provides staff training and assistance; Responds to inquiries from a variety of internal and external parties (e.g., District staff, parent questions, funded program leaders, etc.) for the purpose of providing information; Responsible for accurately inputting and maintaining logs, records, and files; Schedule, arrange and coordinate meetings and events (including space and equipment); Screens letters, memos, reports, and materials to determine action required. May make recommendations to supervisor. Compose routine letters and memos; Serves as liaison with other operating units, agencies, outside officials, etc; Takes notes and type minutes of meetings; Tracks requisitions to ensure timely process to obtain materials; Performs related duties as required.

Employees appointed to positions in this class must have adequate physical strength, stamina, physical agility and visual and auditory acuity and must maintain such physical fitness as to be able to perform the duties of the class. A physical examination may be required.