Office Manager

Job Summary : This position manages the operation of a high school central office and serves as secretary to the principal. The position provides various support services for students, parents, staff, and the public; monitors the building budget, tracks expenditures, and provides regular updates on the building's finances to the principal; promotes positive public relations for the school and the district.

DUTIES AND RESPONSIBILITIES


This list of essential functions is not exhaustive and may be supplemented as necessary in consultation with the employee(s) involved.

1. Manages the operation of the central school office and establishes central office procedures. Greets parents, students, and visitors entering the office and provides assistance; answers the telephone and responds to inquiries; screens calls for the administrators; receives and distributes mail to administrators and staff members.

2. Provides secretarial support to the principal and other administrative staff. Maintains appointment calendar; schedules meetings; formats and types correspondence, forms, memoranda, and reports from handwritten drafts; duplicates and distributes materials. May type and distribute staff bulletins and newsletters; may attend building meetings and record and transcribe meeting minutes.

3. Maintains staff absence and time-worked records. Prepares payroll forms; arranges for substitute teachers in coordination with the district's substitute office; greets substitutes and provides materials.

4. May track and maintain the building budget for all programs and maintain various budgets for the principal and departments. Creates purchase orders, places orders for building needs, and may make additional purchasing decisions.

5. Records and stores field trip information.

6. Provides primary responsibility for Associated Student Body (ASB) accounting records. Collects, receipts, and deposits all ASB monies; processes purchase requests and purchase orders; receives and distributes merchandise; secures payment approval; initiates payment; maintains accurate ledgers; prepares monthly and annual reports for activity director, athletic director, principal, district, and state; compiles and processes fund-raising activity forms and reports; maintains accurate ASB checking account.

7. Types, reviews, and proofs graduation diploma list and commencement program. Arranges for diplomas, caps and gowns, commencement program tickets, and printing of commencement program.

8. Provides lead direction to office secretarial staff and makes arrangements for coverage during absences and overload situations. May train and supervise student assistants.

9. Maintains confidential records, evaluations, emergency cards, and files for staff; and, may maintain same for students such as student detentions and Child Protective Service reports.

10. Assists staff in coordinating printing and copying needs. May train staff in the operation of various office machines; may troubleshoot problems with office equipment and call for service as necessary; may oversee the printing of various forms and the ordering of supplies and materials.

11. Makes non-instructional decisions in the absence of administrators including decisions regarding emergency situations. May have regular authorization to sign designated forms for the principal.

12. Manages special projects and events and may assign student locker assignments and combinations. Performs related duties consistent with the job description and employee assignment.

REPORTING RELATIONSHIP: Reports to Principal.

WORKING CONDITIONS: Works in office environment; frequent interruptions; exposure to visual display terminal; required to deal with distraught or angry parents and students.

MINIMUM QUALIFICATIONS

Education and Experience: High school graduation or equivalent with three or more years of office experience preferably involving decision-making skills; experience working with adolescents and the public; school district work experience preferred. Experience working with budgets and accounts payable.

Allowable Substitution: Training in secretarial procedures or customer service experience may substitute on a month-to-month basis for one year of the required experience.

Knowledge, Skills, and Abilities: Knowledge of general secretarial procedures; knowledge of correct grammar, spelling, and English usage; keyboarding skills at 60 words per minute; skill in operating general office machines; ability to organize and set priorities; ability to work independently with minimal supervision; ability to read, write, speak, and compute effectively; ability to oversee the work of students, office, and clerical staff; ability to exercise independent judgement, remain flexible, and work effectively under pressure; ability to maintain confidential information; ability to interact with adolescents in a warm, confident manner; ability to establish and maintain effective working relationships with staff and the general public.

Licenses/Special Requirements: Ability to operate computers and learn specific software programs which may include Business Plus, Frontline, Microsoft Office Suites, Google Workspace, and Performance Matters. Knowledge of certificated and classified union contracts a plus.

Salary : Salary is based upon the current NEOPA Salary Schedule (Level I); placement on the salary schedule will be determined by Human Resources DOE. FLSA Non-Exempt.

Work Year : 260 days per year, 8.0 hours per day.

Benefits : Washington state health insurance coverage (SEBB) and a Washington state retirement package, for eligible positions. Generally, you are eligible for SEBB benefits if you are anticipated to work at least 630 hours per school year (September 1 through August 31).


The School Employees Benefits Board (SEBB) benefits include:

• Medical plans with prescription benefits
• Dental plans
• Vision plans
• Life and AD&D insurance
• Long-term disability insurance
• Medical Flexible Spending Arrangement
• Dependent Care Assistance Program

All offers of employment are contingent upon satisfactory results of background checks with prior employers and/or character references; satisfactory outcome of a criminal history background check (includes fingerprinting); satisfactory outcome of sexual misconduct information from prior school district employers; and approval by the Northshore School Board.


If you are current NEOPA member, ensure you are applying as an Internal Employee.

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