Adult School Office Manager - Pos Vallejo Adult School; Contingent Funding

VALLEJO CITY UNIFIED SCHOOL DISTRICT

Human Resources

665 Walnut Avenue, Vallejo, CA 94592

Title: Adult School Office Manager Reports To: Site Manager

Department: Academic Achievement & Accountability (AAA)
Work Year: 260 Days per Year

Classification: Classified Salary: See Classified (CSEA) Salary Schedule

Date Approved: January 2007

The Adult School Office Manager, under the general direction of the Site Manager, performs a wide variety of clerical and secretarial duties to assist the Site Manager with routine administrative tasks to maintain the day-to-day operations of an alternative K-12/adult education school office; performs public relations and communications services; prepares and maintains records or schedules for the activities assigned by the Site Manager.

• Coordinate office activities and communications with school activities, events and timelines; directing, revising, and adapting the work assignments of other office staff. Schedule appointments, arrange meetings and conferences; respond and refer inquiries as appropriate; and coordinates the flow of communication as liaison between administrators, faculty, staff, students, district, and community.
• Prepares and responds to a variety of confidential inquiries from legal agencies, routine reports, agendas, letters, memos, forms, correspondence, evaluations, newsletters, programs, etc.
• Coordinate and assist with matters related to promotion ceremonies, graduation and student recognition events.
• Assist the Site Manager in development and maintenance of school budgets which includes preparing purchase orders and requisitions, maintaining accurate fiscal records, recording expenditures and transferring funds as directed.
• In coordination with other site clerical positions, may maintain routine bookkeeping records; make transfers, and deposits of monies as necessary. Assists in the appropriate collection of monies essential for the appropriate accounting of school funds.
• Maintain, complete, collect and compile data from a variety of sources for the purpose of ensuring accuracy of data and/or complying with financial, legal, and/or administrative requirements.
• Maintain an efficient, effective, organization system to ensure that appropriate office procedures are used to promote the advancement of the school’s academic goals.
• Distribute materials and information to teachers and other staff and ensures timely responses to correspondence or requests from the Site Manager.
• Coordinate efforts of site staff, assembling work products related to curriculum development, developing reports, etc.

• High School Diploma or equivalent.
• Training in office management and five years of increasingly responsible clerical secretarial experience.

• Proper office organization methods and procedures, and school office terminology.
• Modern office practices, procedures and equipment.
• Financial and statistical record-keeping techniques.
• Computer technology, software and programs and standard office machines.
• Proper English usage, spelling, grammar, punctuation, and vocabulary.
• District organization, operations, policies and objectives.
• Basic first aid techniques.
• Appropriate letter and report writing techniques.

• Perform a wide variety of clerical and secretarial duties to coordinate school office activities and assist the Site Manager in a variety of tasks.
• Make decisions related to procedural matters according to established guidelines.
• Establish and maintain effective work relationships.
• Work cooperatively with others.
• Work independently with little direction.
• Understand and carry out oral and written instructions without constant supervision.
• Compose written correspondence independently.
• Follow and explain applicable District and School rules, regulations, policies and procedures.
• Operate a variety of office machines.
• Plan and organize work.
• Train and provide work direction to other office employees.
• Compile and maintain accurate records and prepare reports.
• Maintain discretion and respect privacy of others.
• Communicate effectively both orally and in…