MS Office Manager - East Valley Middle School

POSITION:Office Manager

CATEGORY:Classified

DEPARTMENT:Clerical

LOCATION:East Valley Middle School

REPORTS TO:Principal

SUMMARY: To assist building administration in the efficient operation of the school so maximum positive impact can be made on the education of students. To carry out all secretarial and clerical duties necessary for the smooth and efficient operation of the office.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Receive and route incoming calls and correspondence
• Arrange meetings, prepare agendas, and handle follow-up activities as necessary
• Assist, log in, and direct visitors to the school
• In the absence of a school nurse, administer medications to students according to district medication policy
• In the absence of a school nurse, do head checks for lice, as needed per district policy
• In the absence of a school nurse, attend to ill or hurt students (call 911 if appropriate and notify backup nurse), administer basic first aid, and contact parents as instructed
• Handle daily announcements
• Schedule appointments, meetings, and conferences as requested
• Register students and set up permanent records entering student demographics and all other needed information
• Assist in the scheduling of parent-teacher conferences
• Maintain accurate enrollment and attendance records for various reports and forward to the district office as needed
• Run daily tardy reports and mail attendance letters home when necessary
• Prepare quarterly state attendance reports
• Send student records as requested by schools and promptly request newly enrolled student records from other schools
• Be responsible for maintaining accurate teacher and student accounts in the form of monthly reports to the district office, including receipting, counting, and depositing all money received
• Maintain records on all accidents, incidents, fire drill, and suspension notices, forwarding copies to the district office
• Prepare such documents as reports, staff duty rosters, correspondence, and handbooks
• Assemble and maintain reports and information in an acceptable manner, providing ready access for the principal and the district office, including the individual school’s banking and checking accounts
• Work with substitute coordinator to insure classroom coverage when staff are out of the building
• Maintain a well-organized, up-to-date filing system
• Operate equipment, such as computers, copiers, intercom systems, calculators, laminators, telephone systems, and scanners
• Process all purchase orders and send to the district office for supplies to be ordered
• Keep track of expenditures
• Assist the principal in processing incoming supplies and equipment, checking original purchase orders, authorizing purchase and submits appropriate paperwork to the district office to facilitate proper payments for goods or services received by the school
• Distribute and inventory supplies
• Assist teachers in preparing instructional material as requested within the allowable time frame as set forth by the principal
• Perform such tasks as may be delegated by the principal
• Keep immediate supervisor informed of activities and any issues that may arise
• Attend faculty meetings as required
• Assume responsibility for his or her continuing professional growth and development by attendance at in services or trainings
• Seek assistance should emergencies arise
• Represent the school district in a positive manner
• Know and follow school district policy and chain of command
• Perform other duties as assigned

SUPERVISORY RESPONSIBILITIES:None

QUALIFICATION REQUIREMENTS:To perform 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.

EDUCATION AND/OR EXPERIENCE:

• High School Diploma or GED required
• Previous secretarial experience preferred

KNOWLEDGE, SKILLS & ABILITIES:

• Knowledge of work processing, data bases, spreadsheets, and reports
• Knowledge of automated office equipment and efficient office procedures
• Strong telephone skills and ability to communicate effectively
• Works well with students, staff,…