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Office Manager – Middle School

PENINSULA SCHOOL DISTRICT
Job Description

OFFICE MANAGER

LOCATION: Middle School

JOB SUMMARY:
This position manages the operation of the middle school central office. The position greets parents and students, serves as secretary to the Principal, 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 RELATIONSHIPS:
Reports to Principal. Provides lead direction to building secretarial and clerical personnel.

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 support to the Principal; maintains appointment calendar and schedules meetings. Compiles data for and prepares reports and lists. Formats and types correspondence, forms, memoranda, and reports. Attends meetings to record meeting minutes.
  3. Coordinates work of office clerical staff; monitors workload; makes arrangements for vacation coverage and overload assistance; manages special projects.
  4. Coordinates substitute staff and their teaching assignments. Prepares a substitute folder for each teacher to include all pertinent school-related information such as: login instructions; lockdown procedures; evacuation map; master schedule; bell, lunch and supervision schedules; school rules and expectations; etc. Folders will be updated with changing information at the beginning of each trimester/semester. Will obtain in-house coverages when a substitute teacher is not available for staff absences. Maintains a concise record of the coverages of each staff member to ensure proper payment for their coverage assignments. Prepares staff Leave/Release forms as directed by the district office and ensures proper coding and submission in a timely manner.
  5. Coordinates work of student office assistants and community volunteers; assigns and reviews work.
  6. Maintains records and files for staff and student information. Maintains staff absence records and prepares payroll forms. Arranges for assignment and release of substitute personnel in coordination with the district’s online substitute software.
  7. Issues and monitors building keys. Troubleshoots problems with office equipment and calls for service as necessary. Writes work orders for custodial personnel. Communicates with Transportation Department concerning transportation arrangements for students.
  8. Prepares the general supply order to prepare for the start of school. On a regular basis, inventories stock on hand and reorders as needed.
  9. Coordinates a variety of programs as requested, such as voter registration, maintains the master calendar, school insurance and other activities.
  10. 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.
  11. Coordinates activities involved with the opening and closing of school, such as preparing handbooks and schedules.
  12. Promotes positive relations with parents and the general public.

Depending on individual school assignment, the middle school office manager may perform one or several of the following duties:

  1. Prepares registration materials for student distribution and formats the information in PowerSchool for student online registration. Compiles data taken from student input for preparation of final master schedule. Works throughout summer to align student requests and necessary classes for final student schedule.
  2. Prepares final grade reports to be sent electronically through School Messenger each grading period. Sets up Student/Parent Portal logins/passwords for newly registered students. Sends weekly bulletin and Newsletter electronically to families through School Messenger.
  3. Prepares and processes registration materials for new and withdrawn students. Compiles appropriate lists and materials to ensure student records are sent or received in a timely manner to the proper places. Uses Student Records Exchange (SRX) to ensure students’ eligibility for programs and to view scheduling needs. Communicates with counselors and administration if information appears that may need special attention.
  4. Provides assistance to bookkeeping and attendance secretaries and also provides support to the school counselors, specialists and teachers.
  5. Performs related duties as assigned.

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

AFFILIATION:   PSE – Clerical

FLSA:                     Covered

MINIMUM QUALIFICATIONS:

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

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

Knowledge, Skills and Abilities

  • Knowledge of general secretarial procedures.
  • Proficient use of a computer and basic software (Word, Excel).
  • Ability and willingness to learn other software programs as necessary.
  • Trains others on use of computer systems as necessary.
  • Knowledge of correct grammar, spelling, and English usage.
  • Knowledge of general bookkeeping procedures; ability to maintain accounting ledgers; minimum math score of 90%.
  • Skill in operating general office machines.
  • Excellent written and oral communication skills.
  • Ability to screen and treat minor student illnesses or injuries.
  • Ability to interact with adolescents in a warm, confident manner.
  • Ability to operate word processing equipment.
  • Ability to set up and maintain an accurate filing system.
  • Ability to attend to detail and follow tasks through to completion.
  • Ability to organize and set priorities.
  • Ability to work effectively under pressure and be flexible.
  • 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: 11/2014