Office Manager

Office Manager

The Office Manager provides support to school-site staff and administrators; maintains the financial and educational records for student and site transactions; conveys information regarding school functions and procedures; ensures compliance with the site's financial, legal, and administrative requirements; and supports the broad array of services provided to students, parents, instructional and support employees.

Qualifications

• High school diploma or GED.
• Self-motivated and proactive in order to anticipate the needs of the office.
• Above-average skills in the use of computers and technology
• Flexibility.
• The ability to communicate in English and Spanish is a plus
• Know Power School software is a plus
• Positive public relations skills; greeting the public, and interacting with district staff, students, parents, vendors, and other visitors.
• Be able to operate standard office equipment, and software applications, prepare and maintain accurate records, meet deadlines and schedules, set priorities, work as part of a team, work with constant and sustained interruptions, and work with detailed information/data.
• Required to perform other job functions, including; concepts of grammar and punctuation, bookkeeping principles, and basic math.

Major Duties And Responsibilities

1. Assists the administrator in the completion of paperwork to maximize the administrator's attention to the central issues of student education and building management.
2. Supports and helps the administrator to effectively manage and maximize the use of their time in a confidential and professional manner.
3. Regularly reports to the administrator any developments or problems within the school which may require the administrator's awareness or action.
4. Schedules appointments for and with the administrator for and with staff, parents, and others.
5. Maintains the administrator's awareness of tasks, appointments, standing commitments, and information to others on availability.
6. Supports and assists the administrator with their administrative functions, by being able to make decisions and take appropriate actions in their absence.
7. Deals with students, parents, staff, and others in a positive, proactive, and encouraging manner.
8. Composes documents (e.g. standardized correspondence, bulletins, newsletters, certificates, awards, etc.) for the purpose of documenting events, providing, and/or requesting information.
9. Coordinates assigned programs and/or activities (e.g. student registration, attendance issues, fundraising activities, site in-service day activities, substitutes, fire, and school safety drills) and ensures availability of facilities and/or equipment.
10. Coordinates with the school nurse (e.g., student emergency medical situations, basic first-aid, administering medicines, etc.) for the purpose of tending to students' health needs.
11. Evaluates situations involving staff, students, parents, the public, etc., and take appropriate action, or direct to appropriate personnel for resolution.
12. Maintains integrity and accuracy of student data system (e.g. enrollment, withdrawal, attendance, classes, grade book classes and grades, medical records, immunization, security, etc.) and creates and analyzes statistical data and reports as required.
13. Maintains documents, files, and records, (e.g. student records, attendance, registration of new students/withdrawal of students, immunization records, office scheduling calendar, etc.).
14. Monitors account balances, financial reports and budgets, and various documentation (e.g. general fund, school budget, account expenditures, checkbook register, purchase order documentation, etc.) for maintaining accurate records.
15. Handles funds (e.g. field trips, fines, fundraisers, music instruments, school store, bank deposits, etc.) and processes monies in compliance with district policies (as assigned).
16. Oversees and maintains the building procurement, and distribution of assorted building needs (e.g. supplies, furniture, curriculum, etc.) for the purpose of tracking materials and monetary flow.
17. Prepares reports and written materials (e.g. registration, attendance reports, report cards, letters to parents, Parent-Teacher Conference materials, purchase orders and inventories, financial and budget reports, memos, letters, accident reports, etc.) to document activities, provide a written reference, and convey information.
18. Processes documents and materials (e.g. building mail, daily attendance, grades, work orders, bank deposits, etc.) and disseminates information to appropriate parties for action.
19. Responds to inquiries from a variety of internal and external parties (e.g. staff, parents, students, public agencies, visitors, etc.) to provide information, facilitating communication among parties and/or providing direction.
20. Responsible to communicate with parents/guardians via social media, text, email & website.
21. Supports school personnel (e.g. answers phones, copies, special committees, minutes, etc.) to insure the efficient operation of the site.
22. Orients new site personnel regarding appropriate school and district practices (e.g. substitutes and staff) to effectively assimilate new personnel into site operations.
23. Act ethically and confidentially in all aspects of employment.
24. Any other duties that may be assigned by the supervisor.