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Office Manager - High School

PENINSULA SCHOOL DISTRICT
Job Description

OFFICE MANAGER

LOCATION: High School

JOB SUMMARY:
This position manages the operation of a high school central office. The position serves as secretary to the Principal and other assigned administrators, supervises clerical staff and provides various support services for students, parents, staff, and the public. The position promotes positive public relations for the school and the district.

REPORTING RELATIONSHIP:
Reports to Principal. Provides lead direction to office secretarial and clerical staff, and community leaders.

DUTIES AND RESPONSIBILITIES:

  1. Manages the operation of the central school office. Greets parents, students and visitors entering the office and provides assistance. Answers the telephone and responds to inquiries; screens calls for the Principal. Receives and distributes mail.
  2. Provides secretarial assistance to the Principal and other administrators as assigned; maintains appointment calendar; schedules meetings. Compiles data for and prepares reports and lists. Formats and types correspondence, forms, memoranda, and reports from handwritten drafts or dictation; duplicates materials. Types and distributes staff bulletin and school newsletter. May attend meetings to record and transcribe meeting minutes.
  3. Coordinates work of office secretarial and clerical personnel; monitors work load; makes arrangements for vacation coverage and overload assistance; coordinates special projects. Oversees work of student office assistants and community volunteers; assigns and reviews work.
  4. Maintains records and files for staff and student information; maintains staff absence records and prepares payroll cards as assigned.
  5. Arranges for assignment and release of substitute personnel in coordination with the district’s substitute office. Greets substitutes and provides information concerning assignment.
  6. May maintain accounting ledgers for general building budgets; monitors budget balances and provides information to staff members; researches charges as needed.
  7. Processes free and reduced lunch application forms; evaluates and approves forms per guidelines; informs parents; maintains records. Supervises distribution, retrieval and compilation of information for federal survey.
  8. Requisitions, receives, accounts for, and distributes school supplies and materials. Takes periodic inventory. Provides information to staff members concerning annual supply orders.
  9. Distributes and monitors building keys; maintains safe. Troubleshoots problems with office equipment and calls for service as necessary. Writes work orders for custodial personnel. May communicate with Transportation Department concerning student transportation arrangements.
  10. Provides clerical assistance to Vice Principal, teachers, itinerant staff, and/or parent organization as requested. Coordinates a variety of school programs such as voter registration, school pictures, school insurance, and other activities.
  11. Supervises students who come into the office; monitors student behavior. Provides basic first aid medical care to ill or injured students in the absence of the school nurse; calls parents and makes arrangements for transportation home as necessary. Gives medication as authorized.
  12. Coordinates clerical activities for graduation ceremonies. May submit order for diplomas, type graduation program and/or distribute honor awards. Proofreads programs and graduate listings. Provides other assistance for graduation as requested.
  13. Coordinates activities involved with opening and closing of school, such as preparing handbooks and schedules. May issue lockers to students and maintain locker records.
  14. Maintains school office files; ensures that information is kept in a confidential manner. Coordinates distribution of student progress reports to teachers; receives completed forms; distributes copies to appropriate parties; maintains files.
  15. May assist in screening applicants for school clerical positions; provides input to Principal concerning suitability of applicants.
  16. Promotes positive relations with parents and the general public concerning the school and the district. Answers inquiries; researches data to provide information concerning school programs as requested.
  17. Performs a variety of related duties and special projects as assigned.

WORKING CONDITIONS:
Office environment; experiences frequent interruptions; requires dealing with upset or angry individuals; requires caring for ill or injured students; requires visual concentration on detail, dexterity, and precision.

AFFILIATION: PSE – Clerical

FLSA: Covered

MINIMUM QUALIFICATIONS:
Education and Experience High school graduation or equivalent and five years of increasingly responsible secretarial experience, including records maintenance and bookkeeping. Experience in dealing with teenagers and the public. School district experience preferred.

Allowable Substitution
Alternative combinations of advanced training and experience may be evaluated by the Personnel Office for comparability.

Knowledge, Skills and Abilities

  • Knowledge of general secretarial procedures.
  • Knowledge of correct grammar, spelling, and English usage.
  • Knowledge of general bookkeeping procedures; ability to maintain accounting ledgers; minimum math score of 90%.
  • Proficient in keyboarding.
  • Shorthand or speed-writing skills desirable.
  • Skill in operating general office machines.
  • Skill in written and oral communication.
  • Ability to interact with teen-aged students in a warm, confident manner.
  • Ability to operate word processing equipment.
  • Ability to learn the use of a microcomputer and various software programs.
  • Ability to transcribe machine dictation.
  • Ability to set up and maintain an accurate filing system.
  • Ability to attend to detail and follow asks through to completion.
  • Ability to organize and set priorities.
  • Ability to work effectively under pressure and remain flexible to changes in situations or assignments.
  • Ability to work independently with minimal supervision.
  • Ability to maintain confidentiality.
  • Ability to establish and maintain effective working relationships with students, parents, staff, and the general public.

Licenses/Special Requirements
Must complete training in first aid and CPR as required by the district. May require training in voter registration.

Updated: 05/2001