Secretary IV, School Building Office Manager

Secretary IV, School Building Office Manager

The school office manager coordinates work of office staff. Serves as administrative assistant to the building principal(s). Acts as a liaison between principal(s) and staff, students, parents/guardians, and the community, providing clear communications as directed by administration.

A secretary hired for this assignment may perform all or some of the responsibilities defined below.

• Be thoroughly familiar with the operation of the school
• Manage daily school operations, including building security
• Greet visitors, staff, and students both in person and via phone, in a friendly and professional manner
• Respond to questions and requests from staff, students, parents and supervisors in a positive and professional manner both in person and via phone providing a high level of customer service
• Monitor building budget expenditures and reconcile accounts with district transaction reports
• Greet and welcome substitutes daily, providing direction and guidance. Process necessary substitute information daily. Perform sub-calling duties in cooperation with substitute coordinator when necessary. Coordinate building coverage if subs are not available.
• Edit, design, and distribute school newsletter/communications
• Process credit card transactions, purchase orders and check requests; track orders, receive shipments and submit forms for payment. Inventory and maintain building supplies.
• Perform all clerical work as assigned by the principal(s)
• Train office staff and student office assistants and coordinate the office workload
• Maintain current student information and schedules in student records management database and student cumulative and confidential files, or assist the registrar as necessary at the secondary level
• Register new students and withdraw exiting students, processing paperwork and entering data in student information system, or assist the registrar as necessary at the secondary level
• Enter, compile and generate data for required reports upon request
• Prepare, track, and submit payroll documentation
• Establish and maintain electronic and manual filing systems, following state records retention guidelines
• Distribute building keys and maintain accurate records of same
• Investigate and resolve discrepancies and problems in student records database
• Arrange for distribution of incoming mail and community publicity items
• Use two-way radios to maintain contact within building as needed
• Operate and ensure maintenance of office equipment, including copy machines, computers and printers
• Assist with health room duties. Administer medications pursuant to Board policy and pursuant to state and federal law.
• Update and maintain building website and calendars
• May provide support for after-hours events as needed
• Use cash receipting system (currently InTouch) to process student fees, fines and receipts; generate reports to meet audit requirements as required
• Process ASB transactions including purchase orders, and warrant vouchers on ASB funds. Supervise student ASB officers with recordkeeping duties as needed.
• Enter and monitor student fees in the cash receipting system; run daily reports; complete daily deposits, and email parents/guardians regarding status of unpaid fees
• Provide a high level of customer service
• Handle confidential information with integrity and discretion
• Other duties as assigned

Each of the positions at the specific school serves as one unit of the whole team, and as such, is subject to assignment to tasks in other areas as directed within the classification.

Ability to independently make decisions that align with district policy and administrator expectations

Ability to organize and accomplish a variety of responsibilities independently with limited direction, often under stressful conditions and with regular interruptions

Maintain an attitude of helpfulness, flexibility, and professionalism, and provide excellent customer service to students, staff and public in a confidential and ethical manner

Ability to work collaboratively as part of the school office team and maintain positive relationships with students, parents, co-workers, and patrons

Ability to maintain confidentiality

Ability to supervise and interact with students in a positive and professional manner

Ability to remain calm in times of high stress

Possess clerical skills with solid technology background, including Google Drive, database management and Microsoft Office proficiency (Word, Excel, Outlook, and Publisher); proficiency with Skyward preferred

Demonstrate appropriate computer skills, including the ability to create and modify documents and to adapt to new technologies

Ability to operate standard office equipment

Respect confidential nature of student information and avoid sharing of information regarding students

Must have knowledge of, or demonstrated ability to, learn district-approved record keeping and reporting systems

Demonstrated ability to work with people in a positive manner

Must demonstrate effective organizational skills and…