School Office Manager - Bilingual Spanish Preferred

CLASS TITLE: SCHOOL OFFICE MANAGER

Basic Function Under the direction of the Principal, organize, coordinate, schedule and perform office activities at an assigned elementary, middle or special school site and serve as secretary to the Principal; train and provide work direction to clerical personnel and others as assigned. Representative Duties Organize and coordinate a wide variety of clerical and other office functions and activities in the administrative office of an assigned elementary, middle or special school; prioritize and schedule duties and assignments to assure efficiency and meet established time lines. Serve as secretary and provide administrative assistance to the Principal; schedule and arrange appointments, meetings and conferences; open, sort and route mail and participate in mass mailing activities as assigned. Relieve the Principal of routine administrative duties and in the Principal's absence use independent judgment to determine appropriate course of action regarding emergency situations. Communicate with a variety of site and District personnel and administrators regarding school operations and maintenance, personnel matters, supplies, policies and procedures and student attendance, activities and concerns. Type from notes, rough draft or verbal instructions a variety of written materials including correspondence, agenda items, bulletins, records, forms, memoranda, reports, lists and confidential materials; take and transcribe materials as assigned by the position. Compile and organize information for the Principal; compose and respond to routine correspondence; collect, complete and expedite State and District required forms and reports. Answer phones and greet visitors; take and relay messages; provide information to students, parents, faculty and site personnel; interpret, apply and explain District policies and school procedures, programs, activities and regulations. Operate a variety of office machines including typewriter, computer and related peripheral equipment, calculator, copier and other office equipment as assigned. Prepare and maintain a variety of records, files and reports related to staff attendance, personnel and payroll, supplies and inventory and site maintenance operations; maintain confidentiality of information related to students and personnel. Maintain accurate staff absence records and reports and prepare substitute time sheets; provide orientation, keys, directions and pertinent information to substitutes. Participate in various enrollment and registration activities; prepare registration packets; input new student data into appropriate computer system; prepare new student cum files. Administer basic first aid to students as necessary; issue passes to ill or injured students to leave school grounds; administer medication in accordance with physician instructions and collective bargaining contract guidelines. Order, receive and distribute school supplies, materials and equipment as needed, verify billings; assure office machines function properly and arrange repairs as needed. Monitor students sent to the office due to illness, discipline/behavioral reasons or who have not been picked up on time. Other Duties Train and provide work direction to others as assigned. Receive and receipt monies for student needs and purchases. Assist site administrator in compiling budgetary data and maintaining financial records as requested. Maintain key distribution log as assigned; collect and distribute keys. In the absence of, or to assist the Attendance Clerk, may register new students and record necessary documents into appropriate student information system; may receive and process attendance data according to established procedures; may receive telephone or written clearances for absences; may call parents as needed to verify excuses or absences; may issue tardy and readmit slips. Perform related duties as assigned. Knowledge And Abilities Organization and coordination of clerical and secretarial functions in an assigned elementary or middle, or special school office. Secretarial, clerical and administrative assistance duties required to support a school administrator. Attendance policies, procedures, and guidelines. Modern office practices, procedures and equipment. Record-keeping techniques. Oral and written communication skills. Telephone techniques and etiquette. Correct English usage, grammar, spelling, punctuation and vocabulary. Interpersonal skills using tact, patience and courtesy. Basic First Aid procedures. District organization, operations, policies and objectives. Applicable sections of State Education Code and other applicable laws. Operation of a computer and data entry skills. Ability To Organize, coordinate and prioritize a wide variety of clerical and secretarial activities and functions in an assigned elementary, middle, or special school office. Relieve a Principal of administrative detail and respond to routine inquiries. Add, subtract, multiply and divide quickly and accurately. Communicate effectively with students, parents, staff and administration. Read, interpret, apply and explain rules, regulations, policies and procedures. Complete work with many interruptions. Work confidentially with discretion. Maintain records and prepare reports. Type at 45 words net per minute from clear copy. Establish and maintain cooperative and effective working relationships with others. Meet schedules and time lines. Plan and organize work. Train and provide work direction to others. Education And Experience Any combination equivalent to: graduation from high school and two years of increasingly responsible clerical and secretarial experience involving public contact. Licenses And Other Requirements Valid First Aid Certificate issued by an authorized agency. Some positions in this classification may require the ability to take and transcribe dictation at 90 words per minute. Environment WORKING CONDITIONS: Office environment. Constant interruptions. Physical Demands Dexterity of hands and fingers to operate a computer keyboard. Sitting for extended periods of time. Hearing and speaking to exchange information in person or on the telephone. Bending at the waist, kneeling or crouching to file materials. Seeing to read a variety of materials and perform clerical duties. #J-18808-Ljbffr Hayward Unified School District