Office Manager - Smithfield Building

Classified - Position - Clerical Support

Job Number

Start Date

Open Date 03/07/2025

Closing Date

PRIMARY FUNCTION: The SECEP Office Manager is responsible for performing various clerical and administrative tasks needed for the successful operation of SECEP's central administrative office. The position requires strict confidentiality, good judgment, excellent managerial/organizing abilities, inventiveness, and flexibility. The Office Manager frequently works independently when dealing with complaints, disseminating information to parents and staff, and coordinating activities with representatives from other agencies and school divisions.

Work is performed under the general supervision of the Executive Director. The Office Manager sets their own priorities for the clerical and administrative operations of the central administrative office. The Office Manager may receive general guidelines about projects and timelines but must structure their own timetable and tasks. The Office Manager serves as a resource to others in the organization regarding all areas of specialization.

QUALIFICATIONS and RELATED KNOWLEDGE/SKILLS/ABILITIES:

• Graduation from high school is required.
• A minimum of 5-years successful experience in managing small to medium size office is required.
• Must be experienced in using Microsoft Office Suite (Word, Excel, PowerPoint, etc.).
• Experience using multi-line telephone system, networked printers/copiers, and other typical office equipment.
• Position requires the ability to
  • work independently,
  • be self-directed,
  • handle a variety of complex problems and circumstances concurrently,
  • maintain confidential information,
  • interact effectively with and de-escalate agitated individuals either in person or during telephone calls, and
  • triage problematic situations and escalating the issue to a supervisor when needed and appropriate.

Requires the ability to be cross trained on other office functions/responsibilities and be flexible enough to accommodate assisting with other assignments when needed.

Reports To Executive Director

Job Posting Link

Salary Range:
From/To
Minimum Starting Salary-$43,980.30 - $71,744.40 (Based on  NPS Salary Schedule)

Start Date ASAP

Technology Literacy Email Applications, Word, PowerPoint, Excel, Windows ?

Clerical/Secretarial Skills Copy Machine, Data Entry, Filing, Payroll, Transcription, Fax, Multi-line Phone, Typing, Bookkeeping

Additional Job Information

ESSENTIAL RESPONSIBILITIES:

o Provide support to SECEP's governing and advisory committees, i.e., the Joint Board, the Committee of Superintendents, and the Special/Alternative Education Directors Committee;

* Schedule and arrange meetings in coordination with the Executive Director

* Prepare Materials

* Attend and keep minutes of meetings

* Keep official records

* Provide a point of contact to board members for information

* Screen mail/calls for SECEP?s Executive and Assistant Directors. Prioritize and prepare responses when appropriate. Arrange meetings as required for Executive and Assistant Directors.

* Assist with projects/reports/correspondences for SECEP's Executive Director, Directors, and Assistant Directors, i.e., maintain spending ledger for Operations, purchasing of supplies/equipment, etc.

* Maintain confidentiality of personnel records and actions. Provide support to the Executive Director and Director of Human Resources for confidential personnel actions.

* Supervise and assist other central office clerical workers with projects/reports and actions.

* Liaison with building management regarding central office maintenance and/or repair needs.

* Supervise the organization and preservation of paper and computer files related to Joint Board actions, and important documents related to continuity of SECEP operations.

* Provide training, support, and coverage for new and existing clerical staff members, including school office managers.

* Assist in managing Social Media and Public Communication

* Other duties as assigned.