Job: Office Manager, Middle School

JOB SUMMARY: Responsible for the smooth and efficient operation of the middle school administrative office. Provide administrative assistance to the Principal, administrators, office and school staff and students by answering/screening phone calls, coordinating meetings and events, monitoring staff time and attendance, managing the school’s financial records and transactions, performing various personnel management functions, handling confidential information, receiving and responding to inquiries and requests, supervising office staff, managing crisis situations and preparing correspondence and other written communication.

ESSENTIAL DUTIES AND RESPONSIBILITIES: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Job Tasks Descriptions
1. Responsible for the collection, activity, accounting and reporting of funds for all activities, fees and fines. Collect and count monies; prepare and make bank deposits; create and submit reports to school and/or Financial Services. Maintain petty cash account, including collecting receipts and writing reimbursement checks to school personnel, creating and submitting reports to Financial Services for petty cash account reimbursements and reconciling bank statement. Create and submit vouchers to Financial Services for transactions not covered by purchasing card or district financial system.
2. Perform purchasing card requisitions including placing orders for materials, supplies or equipment online or over the phone; receiving, inventorying and delivering incoming shipments; maintaining and organizing invoices and packing slips; and reconciling purchases online through district purchasing system by charging purchases to the appropriate accounts. Create and submit system reports and receipts/invoices to Financial Services.
3. Provide clerical support to a middle school Principal, administrators and school staff by answering phones, preparing, composing, typing, word processing and/or formatting correspondence, documents, newsletters, handbooks, reports and programs; coordinating meetings and school activities including, but not limited to coordinating meeting dates and appointments, creating monthly/yearly events calendar, ordering refreshments, creating and printing, programs, flyers, agendas, minutes, etc.; creating and maintaining filing systems; processing mail; screening face-to-face and telephone contacts; etc., providing information and/or direction to individuals regarding district policies and procedures, preparing discipline/attendance hearing packets, monitoring students sent to the office, coordinating office duties and projects with other personnel as needed. Oversees, trains and provides guidance to office staff. Manages building key issuance and tracking.
4. Perform duties related to the district financial system including creating and monitoring the general fund, pupil activity fund, athletic fund, etc.; placing warehouse orders; purchasing unique items from vendors; creating reports; reconciling budgets; and notifying others of available funds.
5. Manage employee time and attendance by calling the automated substitute management system to ensure substitute assignments, tracking daily absences, entering time and attendance into Human Resources database program and submitting related reports, preparing various payroll documents and computing and forwarding pay schedule to district Payroll/Human Resources for extra-duty pay (e.g., department chairperson, co-curricular compensation and leadership compensation).
6. Perform site personnel functions including recording and routing professional leave forms for certified staff; completing, submitting and coordinating workers’ compensation claims; maintaining yearly evaluation schedules and preparing evaluation packets; word processing Principal’s evaluations; creating and maintaining employee personnel files; scheduling and coordinating interviews; preparing and submitting personnel change forms; and providing input into classified employee evaluations.
7. Assist with the school budget process by preparing and distributing departmental budget request packets, collecting and totaling requests, determining balances available for operational costs, attending budget meetings, utilizing reports to determine and submit budget carryover balances and submitting final budget and account numbers to Financial Services.
8. Perform other duties as assigned, which may include assisting students in the health clinic

EDUCATION AND RELATED WORK EXPERIENCE:

STRONGLY prefer Spanish speaking candidates

High school diploma or equivalent.

Post-secondary courses in business, office management, bookkeeping and/or office skills equivalent to one year of college. Applicable equivalent experience may be substituted for this requirement.

Minimum of four years of experience in clerical support. Office management experience preferred.

Experience working with middle school students preferred.

Must complete the District courses “Facilitating Improved Performance,” “Progressive Discipline,” “Conflict Management,” “How to Interview” and “Classified Evaluation Training” within one year of entering position.

LICENSES, REGISTRATIONS or CERTIFICATIONS:

Criminal background check required for hire.

CPR and First Aid certifications preferred.

TECHNICAL SKILLS, KNOWLEDGE & ABILITIES:

Strong customer service and public relations skills.

Critical thinking and problem solving skills.

Time management, organizational and prioritization skills.

Supervisory and office management skills.

Knowledge of District and school policies and procedures preferred.

Accounting and bookkeeping skills.

Ability to maintain confidentiality in all aspects of the job.

Ability to manage multiple tasks with frequent interruptions.

Ability to manage multiple priorities.

Ability to diffuse and manage volatile and stressful situations.

Ability to promote and follow Board of Education policies, Superintendent policies and building and department procedures.

Ability to communicate, interact and work effectively and cooperatively with people from diverse ethnic and
educational backgrounds.

Ability to recognize the importance of safety in the workplace, follow safety rules, practice safe work habits, utilize appropriate safety equipment and report unsafe conditions to the appropriate administrator.