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Office Manager

PENINSULA SCHOOL DISTRICT
Job Description

OFFICE MANAGER

LOCATION: Various Locations

JOB SUMMARY:
This position manages the operation of the central office of a building or department. Responsibilities include greeting students, general public, and/or staff; serving as an administrative assistant to building administration; providing various support services to administration, human resources, payroll, students, staff, parents, and the community.  The position promotes positive public relations for the building and/or department as well as the District.  The person in this position must work independently to plan and organize complex work activities to ensure timely preparation of accurate data and reports.

REPORTING RELATIONSHIP:
Reports to Building/Department Administrator. 

DUTIES AND RESPONSIBILITIES:

Phone, Correspondence, & Communications

  1. Manage the operation of the central office of a building or department and serve as an administrative assistant to the Administrator(s).  Answer the telephone, screen calls, provide information, or route callers to appropriate staff member, take messages, monitor calls and calendar for principal/director.
  2. Serve as building resource for staff or student safety concerns.  First responder to concerned students, parents, and other patrons regarding questions and inquiries; assist in resolving problems and issues in accordance with District policies, regulations, and procedures.  Respond to inquiries from a variety of internal and external parties for the purpose of providing information, facilitating communication among parties providing direction and/or corrective action.  Notify Administrator(s) and/or other appropriate parties for issues requiring immediate or prompt attention.
  3. Open, date stamp, and distribute mail; Prepare and review building, student, and public correspondence using multiple methods of delivery.
  4. Schedule meetings, activities, and events to ensure that all arrangements are made, and participants are notified
  5. Support online data management systems; perform data entry activities regarding personnel, payroll, and accounting information into complex PC or web-based programs.
  6. Coordinate management of building/department website, social media, School Messenger, and online calendar of events.

 

 Human Resources, Payroll, & Accounting

  1. Prepare, audit, analyze, and verify payroll forms and employee timesheets for budget codes, pay rates, time entry, etc.; ensure all information provided is correct, work with appropriate departments to solve discrepancies.
  2. Prepare personnel action forms for Human Resources for new hires, assignments changes, FTE/Hours per day changes.
  3. Maintain current working knowledge of District policies and procedures governing general HR, Payroll, and accounting processes.
  4. Generate and complete requisitions for purchase orders, direct orders, and procurement card purchases; verify incoming invoice against purchase order and forward to Accounts Payable for processing; log payables into accounting records; balance records against monthly central office AP log.
  5. Reconcile credit card statements with internet online payments; reconcile and verify bank deposit slips and corrections to building/department cashier deposit records and district central cashier records
  6. Maintain spreadsheets for general building budgets; track purchase orders and maintain running totals.

 

Records, Reports, & Document Maintenance/Management

  1. Manage documents requiring Administrator approval and signature; route and disseminate to appropriate departments.
  2. Compile data and prepare reports for building/department allocations and staffing; Compile data for reports to various departments and agencies; accountability reports.
  3. Maintain a variety of manual and electronic documents, files, and records for the purpose of providing up to date reference and audit trail for compliance to governmental regulation and board policy.
  4. Review, reconcile, and/or verify documents for the purpose of ensuring accuracy, completeness, and compliance with district policies, procedures, and collective bargaining agreements.

Other

  1. Participate in meetings, workshops, and seminars when asked or requested or for the purpose of continuous education for performing various functions of the job.
  2. Submit work orders with appropriate departments for equipment and building maintenance.  Maintain building inventory and submit supply orders as needed.  
  3. Monitor and track departmental budget; entry of budget data in Excel, monitor expenses, ensure accuracy and compliance with all existing laws governing purchases; making purchasing suggestions based on departmental spending and authorizes payment for purchase order expenditures.
  4. Assist in the maintenance of files on student discipline problems; serve as a liaison between departments with required information.
  5. Distribute and monitor building keys and maintain building safe; troubleshoot problems with office equipment, order supplies, postage materials, business cards, letterhead, thank you cards, envelopes, copy paper, toner, ink cartridges, instructional materials, and equipment for the purpose of maintaining adequate inventory requirements; call for equipment servicing as necessary or required.
  6. Assist in the training of staff and substitutes on use of technology and office equipment; provide continued technology support; coordinates with payroll and HR regarding timesheets and documentation of professional development and training for staff.

Additional Related Duties & Special Projects as Assigned

Non-School based position functions may include:

  1. Correct, audit, and update changes to pay records based on increases or decreases in pay (e.g. differential pay, ratification of bargaining agreements, subbing in another role, etc.)
  2. Enter and verify payroll and accounting information; input data from time sheets into computer program(s), verify accuracy of payroll information, and ensure monthly deadlines are met; maintains an audit of employee leave balances
  3. Research pay and earnings history to determine employee pay calculations and retroactive pay; communicate pay changes and corrections to employees, Human Resources, and Payroll.
  4. Arrange for assignment of substitute personnel; assist staff with leave entry in specified database system or paper forms; reconcile entries to ensure staff leave is properly documented and substitute time is accurately recorded; update expense accounts when needed.
  5. Reconcile and audit various bank and/or ledger accounts for the purpose of maintaining accuracy and checks and balances.
  6. Maintain accurate records for specified equipment, riggings, devices, and or apparatuses; records shall include service dates, usage reports, and supply consumption.
  7. Create, edit, and maintain records in various third-party databases for the purpose of performing job functions and/or for local, state, and federal reporting purposes.

School based position functions may include:

  1. Arrange for assignment of substitute personnel in coordination with District substitute office; assist staff with leave entry in the Absence Management database system; reconcile entries to ensure staff leave or release is properly documented, and substitute time is accurately recorded; update expense accounts when needed.
  2. Coordinate Absence Management system for building including staff entries, substitute assignments, and vacancies. Prepare substitute information and daily sign in sheets. Coordinate in-building coverage when substitutes are unavailable. Reconcile and audit absences, verifying account codes, absence reasons, and substitute hours worked. Supervise and assign building substitutes.
  3. Provide lead direction and coordination of school secretarial/office spersonnel; monitor workflow, vacation coverage, overload assistance; assign special projects as required; assist other personnel as may be required for the purpose of supporting them in the completion of their work activities.  Direct student office assistants and record their daily attendance; monitor assigned duties.
  4. Maintain and verify school lunch related information; process free and reduced lunch application forms; evaluate and approve forms per guidelines, inform parents, maintain records. Supervise distribution, retrieval, and compilation of information for federal survey.
  5. Communicate with transportation regarding daily student transportation arrangements and/or changes in bus routes, bus stops, and student safety; relay bus discipline information to principals.
  6. Maintain confidential records such as CPS documentation, employee leave records, notices of personnel action, administrative correspondence, staff evaluations, staff discipline, locker assignments, and accident reports; prepare interview packets and set up candidate interviews for open positions. 
  7. Requisition, receive, account for, and distribute school supplies, textbooks, and curriculum materials orders with DLI; take periodic inventory, requests, or return materials as needed. Assist in coordination of online instructional materials by obtaining technology authorization and vendor licensing and access.
  8. Schedule building use, activities, and events at the school building for the purpose of ensuring appropriate use of building during select times; arrange and provide tours for new staff or with prospective families.
  9. Collect and submit volunteer applications to district office for approval. Coordinate activities of volunteers; provide training and assign tasks. Maintain current list of building volunteers. 
  10. Enroll/withdraw students and enters information into computer; requests/sends records from/to previous schools/school districts.  Register incoming students and process enrollment materials; coordinate services and information with sending/receiving schools and district office; complete procedures for students withdrawing from the school.  Set up orientation schedule, mail orientation materials.  Create student/parent portal logins; may assist with registering students for kindergarten.  Coordinate and/or assist maintenance of building PowerSchool system. Verify student data, staff assignments, and request substitute access as needed.  Compile data for enrollment and other reports and lists.  Provide student records to Student Services department and appropriate staff (nurse, psychologist, teacher, etc.) as needed.  
  11. Coordinate a variety of programs and activities as requested—federal surveys, school pictures, school insurance, fundraising events, fieldtrips, and other activities including associated transportation.  Assist with scheduling for after school clubs, special events, and fundraisers. Provide teachers with required field trip paperwork; collect permission slips and file for record retention; arrange transportation for field trips with the transportation department.  Assist with coordination/planning of graduation/moving on ceremony; order flowers, gather pictures, gather scholarship and awards information; create and mail diploma packets; proofread program listing; provide other assistance as needed.
  12. Serve as a backup for other central office positions—Nurse/Health Tech in the health room; assist with basic first aid and student care as needed; maintain training on administering EPI pens, inhalers, and medication to students; certified in First Aid, CPR, & AED; provides basic first aid and medical assistance in absence of health tech and/or school nurse.  Supervise students in office and monitor behavior.  Backup for bookkeeper when absent; receive payments for student fines and fees; provide receipts.

 

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; potential exposure to infectious diseases carried by children

AFFILIATION: PSE – Clerical

FLSA: Non-Exempt

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 training and experience may be evaluated by the Personnel Office for comparability.

Knowledge, Skills and Abilities

  •  Knowledge of essential secretarial procedures.
  •  Knowledge of correct grammar, spelling, and English usage.
  • Knowledge of general bookkeeping procedures; ability to maintain accounting ledgers and document financial information.
  • Proficient in Outlook, Word, Excel, Google, and PowerSchool programs with ability and willingness to learn other software programs as necessary; ability to train others on use of computer systems.
  • Skill in operating general office machines.
  • Skilled in customer service; ability to interact with a variety of customers and be a friendly and helpful representative of the front office.
  • Skilled in effective written and oral communication.
  • Ability to establish and maintain effective working relationships with students, parents, staff, and the public.
  • Ability to interact with school-aged children in a warm, confident manner.
  • Ability to screen and treat minor student illnesses or injuries.
  • Ability to accurately perform arithmetic calculations.
  • Ability to set up and maintain an accurate filing system.
  • Ability to attend to detail and follow tasks through to completion.
  • Ability to organize, set priorities, and stick to strict deadlines.
  • Ability to work effectively under pressure and be flexible.
  • Ability to work independently with minimal supervision.
  • Ability to maintain strict confidentiality.

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

Updated: 07/2021