Office Manager​/Administrative Assistant - Challenger Elem

Job Title: Office Manager/Administrative Assistant, Elementary School

Job Code: SC-101

Job Grade: CA/05

To perform complex and confidential administrative functions, ensure effective operations within an assigned elementary school, and provide guidance and information to the school principal, HCS staff, students, and others regarding specific assignments and situations.

Reports To: School Principal as assigned

Supervises: None

• Provides leadership and guidance to office assistants, student aides, and volunteers to ensure the smooth and efficient operation of the school office; monitors the training of new hires; and manages daily work activities for the purpose of confirming assignments are completed in a timely manner.
• Provides administrative support to the school principal and other school administrators and/or staff to assist with a variety of assignments, tasks, and functions on a day-to-day basis.
• Receives visitors and telephone calls; greets guests and follows established sign-in/sign-out procedures; provides information and assistance; takes and relays messages; diffuses conflicts and/or difficult situations; and directs to appropriate personnel as needed in order to facilitate timely communication.
• Manages calendars and schedules appointments, meetings, conferences, and other activities; reserves needed event facilities and supplies; notifies appropriate personnel; and makes travel arrangements and reservations as necessary.
• Composes or transcribes a variety of manual and electronic correspondence and materials, including but not limited to internal communications, meeting agendas/minutes, forms, letters, notices, bulletins, and memoranda; reviews and proofreads documents; and distributes to appropriate recipients.
• Compiles and processes documents and forms, including payroll records, Human Resources documents, attendance sheets, purchase orders, leave requests, contract agreements, calendars, daily bulletins, work orders, etc., in accordance with school procedures and district policies.
• Inputs and verifies various confidential and non-confidential data and information into computer software systems; generates lists and reports as scheduled or requested; duplicates and distributes materials to appropriate personnel as needed.
• Assists with the coordination of work schedules, placement, and orientation for substitute teachers, certified staff members, and student interns to ensure sufficient coverage for staff absences on a daily basis.
• Verifies and monitors the complete and thorough entry of daily attendance records by teachers and manages the check-in/check-out process for students; identifies possible discrepancies/issues based on student records; and notifies Social Workers or other HCS personnel as appropriate regarding students in need of various services.
• Performs bookkeeping and accounting functions for assigned school in accordance with school procedures and district policies; processes and records financial transactions and other data in appropriate journals and subsidiary ledgers, including but not limited to invoices, checks, requisitions, travel reimbursements, cash receipts, etc.; collects funds for various fines, fees, and fundraising activities; analyzes data, researches discrepancies, and records adjustments as necessary.
• Makes deposits, verifies bank balances, and reconciles bank statements monthly to ensure accuracy of financial activities.
• Establishes both paper and electronic filing systems for the purpose of maintaining accurate, complete, and confidential information for use by HCS staff and other appropriate parties.
• Communicates with appropriate HCS staff and approved vendors and service providers to make arrangements for a variety of student activities within established guidelines, including student field trips, student transportation, etc.
• Responds to a wide variety of inquiries from HCS staff, students, parents/guardians, outside agencies, community members, and others for the purpose of resolving issues, providing information, and/or referring to appropriate personnel.
• Monitors inventory of office supplies and materials and places orders as approved in order to ensure adequate levels of availability.
• Operates office equipment such as fax machines, scanners, copiers, and phone systems; utilizes computers and software systems for spreadsheets, word processing, database management, and other applications.
• Performs other job-related duties as required.

• Updates…