Classified: Office Manager

Office Manager

Manages the daily operations of the Principal's Office. Organizes and supervises the work flow of the Principal's Office. Delegates matters of non-confidential activities to other support staff as needed to meet deadlines. Completes reports, handles student records, prepares schedules, and prepares a variety of fiscal and statistical reports as requested. Manages distribution and return of school building keys and access badges. Answers phone, takes and relays messages, places outside phone calls for teachers, greets public, and responds to inquiries from parents, students, and school personnel. Maintains appropriate files as required. Maintains a daily working calendar schedule for principal, assistant principals, and staff. Makes appointments, schedules meetings and notifies participants, including coordination of staff parties, new teacher meetings and luncheons. Assists school administration with interviews and hiring paperwork. Orders supplies and keeps accounts as needed. Handles mail and all correspondence, including bulk mailings and confidential mail. Trains hourly office employees (attendance, assistants, etc.). Serves as liaison between parents, community members, business salespeople and administration. Maintains up-to-date master calendar and bell schedule. Fills in for school nurse as needed for non-emergency care. Makes travel arrangements such as lodging, registration, and flight arrangements for staff and administrators. Attends graduation meetings; organizes and arranges and orders necessary equipment, facilities, and personnel; updates graduation committee members regarding status of pending ceremony; and communicates the plan for graduation with faculty and staff in a timely manner. Supports new administrators during their transition period. Collects and edits classified personnel time sheets, requests to be absent, etc. and sends to payroll. Supports other administrative assistant in the preparation of documentation and correspondence for long term suspension hearings. Attends various meetings as required by the District to ensure continuing professional development and legal compliance. Creates, writes and updates procedures required for efficiency and audit compliance. Maintain users and access changes in district accounting system. Maintain confidentiality of information regarding students, staff, parents and school issues. Provide a welcoming atmosphere for students, staff, parents and community. Perform responsibilities in an ethical and professional manner. Maintain punctual and regular attendance. Perform other related duties as assigned.

To perform the job successfully, an individual must be able to perform each essential duty satisfactorily. The qualifications for this job description are representative of the knowledge, skill and/or ability required.

Education / Certificate: Must possess high school diploma or equivalent supplemented by appropriate business courses. Must have and maintain a valid IVP Arizona Fingerprint Clearance Card.

Experience: Minimum of five years of secretarial experience, preferably in a school setting. Strong problem solving skills; attention to detail, accuracy, timelines and deadlines. Knowledge and experience working on the Visions accounting software program. Strong analytical and problem-solving skills. Must be 21 years of age or older upon hire.

Communication Skills: Strong writing, literacy, and communication skills; uses effective communication strategies to interact with a variety of audiences. Bilingual communication is beneficial.

Computer/Technology Skills: Knowledge of Google Suites. Proficient with Microsoft Office Suite or related software.

Physical Demands: Must be able to lift and carry materials and packages weighing up to 20 pounds. Must be able to push, pull or otherwise move boxes and materials. Must be able to bend at the waist and/or use appropriate lifting postures.

Working Conditions: Must be able to tolerate a semi-private working environment. Must be able to tolerate prolonged periods of sitting and computer work. Must be able to multitask. Must be able to be flexible with work hours including evenings and weekends.

Equal Employment Opportunity: The District provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability or genetics. In addition to federal law requirements, the District complies with applicable state and local laws governing nondiscrimination in employment. The District expressly prohibits any form of workplace discrimination or harassment based on race, color, religion, gender, sexual orientation, gender identity or expression, national origin, age, genetic information, disability, or veteran status.