High School Office Manager

Job Description

Thank you for your interest in a career with us! The Northshore School District is committed to a diverse workforce that reflects our students and our community, one that embraces and models equity and cultural competency.

Job Summary
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This position manages the operation of a high school central office and serves as secretary to the principal. The position provides various support services for students, parents, staff, and the public; monitors the building budget, tracks expenditures, and provides regular updates on the building’s finances to the principal; promotes positive public relations for the school and the district.

This list of essential functions is not exhaustive and may be supplemented as necessary in consultation with the employee(s) involved.

• Manages the operation of the central school office and establishes central office procedures. Greets parents, students, and visitors entering the office and provides assistance; answers the telephone and responds to inquiries; screens calls for the administrators; receives and distributes mail to administrators and staff members.
• Provides secretarial support to the principal and other administrative staff. Maintains appointment calendar; schedules meetings; formats and types correspondence, forms, memoranda, and reports from handwritten drafts; duplicates and distributes materials. May type and distribute staff bulletins and newsletters; may attend building meetings and record and transcribe meeting minutes.
• Maintains staff absence and time-worked records. Prepares payroll forms; arranges for substitute teachers in coordination with the district's substitute office; greets substitutes and provides materials.
• May track and maintain the building budget for all programs and maintain various budgets for the principal and departments. Creates purchase orders, places orders for building needs, and may make additional purchasing decisions.
• Provides lead direction to office secretarial staff and makes arrangements for coverage during absences and overload situations. May train and supervise student assistants.
• Maintains confidential records, evaluations, emergency cards, and files for staff; and, may maintain same for students such as student detentions and Child Protective Service reports.
• Assists staff in coordinating printing and copying needs. May train staff in the operation of various office machines; may troubleshoot problems with office equipment and call for service as necessary; may oversee the printing of various forms and the ordering of supplies and materials.
• Makes non-instructional decisions in the absence of administrators including decisions regarding emergency situations. May have regular authorization to sign designated forms for the principal.
• Manages special projects and events and may assign student locker assignments and combinations. Performs related duties consistent with the job description and employee assignment.

Reports to Principal.

Works in office environment; frequent interruptions; exposure to visual display terminal; required to deal with distraught or angry parents and students.

Education and Experience

High school graduation or equivalent with three or more years of office experience preferably involving decision-making skills; experience working with adolescents and the public; school district work experience preferred. Experience working with budgets and accounts payable.

Allowable Substitution

Training in secretarial procedures or customer service experience may substitute on a month-to-month basis for one year of the required experience.

Knowledge, Skills, and Abilities

Knowledge of general secretarial procedures; knowledge of correct grammar, spelling, and English usage; keyboarding skills at 60 words per minute; skill in operating general office machines; ability to organize and set priorities; ability to work independently with minimal supervision; ability to read, write, speak, and compute effectively; ability to oversee the work of students, office, and clerical staff; ability to exercise independent judgment,…