School Office Manager II

This posting will close once a sufficient number of applications have been received. Your prompt application is encouraged. Eligibility List Validity

THE ELIGIBILITY LIST WILL BE VALID FOR 6 MONTHS

Under the direction of a Principal, perform a variety of secretarial and complex clerical support duties to relieve the school site administrator of administrative and clerical detail; plan, coordinate and organize office activities and coordinate flow of communications, correspondence and information on behalf of an administrator and school site. Distinguishing Characteristics Between Related Job Classes The School Office Manager II classification performs secretarial duties in support of a Principal of a Middle School. Incumbents provide support for larger and more complex office operations as compared to positions in the job class of School Office Manager I, at elementary sites, but not to the extent of a School Office Manager supporting a K-8 program. Receive visitors, including administrators, staff, students, parents and the public; provide assistance and respond to inquiries in person, by phone, via email or fax or direct inquires to appropriate personnel; exercise independent judgment in resolving a variety of issues; refer difficult issues to the administrator; provide technical information related to school operations and related programs, events, time lines, processes, policies and procedures. Compile, input and update student information data into an assigned student information system, such as enrollment/withdrawal, attendance, emergency contact or medical notations; establish and maintain automated records and files; initiate queries, develop spreadsheets and generate various letters, reports and data and mailing labels; assure accuracy of input and output data. Prepare, evaluate and modify a variety of forms, applications and documents related to assigned functions; duplicate, assemble, distribute, collect, verify and assure accuracy and completeness of various documents. Compose, independently or from oral instructions, note or rough draft, a variety of materials such as inter-office communications, forms, letters, memoranda, bulletins, lists, notices, work orders, requests, flyers, contacts, catalogs, brochures and other materials. Monitor inventory levels of office and designated school supplies; order, receive and maintain appropriate inventory levels of supplies; distribute supplies to faculty and staff. Perform various clerical accounting duties in support of school operations as assigned; calculate, prepare and revise accounting data; balance, monitor and update accounts and budgets with income and expenditures; process and verify payroll materials and information as required; collect, receive and account for incoming monies as assigned; prepare and distribute deposits. Track and verifies employee absences and prepares monthly payroll timesheets, submitting it for final review and approval by the principal. Assist in coordinating, arranging and setting up for various meetings and special events such as field trips and luncheons; maintain appointment and activity schedules and calendars; maintain the school master calendar as required; reserve facilities, services and equipment for meetings and other events. Assist the administrator in assuring a safe and secure school environment for students and staff; assist with resolving safety issues as needed; assist with emergency drills. Log in to the District's sub-caller system to review reported teacher absences and verify that substitutes are scheduled as needed; contact appropriate personnel to ensure coverage is available for an absent teacher; provide substitutes employees directions and brief orientation upon arrival at the school; serve as the liaison to report clerical and custodial/maintenance substitute coverage needs with designated District personnel. Receive, sort, open and distribute incoming mail, packages and materials; prepare outgoing mail and materials for distribution; prepare and distribute informational packets and bulk mailings. May plan, assign and direct the work of student helpers, and other clerical assistants including volunteers and noon aides hired for playground supervision. Performs other job related duties as assigned. Education/Experience High school diploma, or an equivalent AND two (2) years of experience performing progressively responsible clerical/secretarial duties/responsibilities, including data/record management and public contacts. Experience managing student records is desirable. *Alternate variations of education/experience may be considered by Personnel Commission staff as acceptable to qualify for participation in the examination process resulting in an eligibility list. Licenses/Certifications/Special Requirements Valid California Class C Driver's License Knowledge of: Principles and methods of records maintenance, storage and retrieval. Numerical, alphabetical and subject matter filing systems. Correct English usage, grammar, spelling, punctuation and vocabulary. Applicable, laws, codes, regulations, policies and procedures Telephone techniques and etiquette. Interpersonal skills using tact, patience and courtesy. Modern office practices, procedures and equipment. Mathematic calculations. Ability to: Learn and apply rules and regulations involved in assigned program functions; Work effectively with a diverse student and community population; Maintain the security of confidential materials; Analyze situations accurately and adopt an effective course of action; Comprehend and follow directions given verbally and in writing; Demonstrate mental acuity sufficient to perform the essential functions of the position; Communicate effectively both orally and in writing; Establish and maintain systems for record keeping; Establish and maintain cooperative and effective working relationships with others; Meet schedules and time lines; Work independently under general direction; Be motivated to produce high quality work product; Maintain a work pace appropriate to the position #J-18808-Ljbffr Conejo Valley Unified School District