CLASS TITLE:          SCHOOL OFFICE MANAGER 

DEFINITION:  Under direction, performs work of moderate difficulty in organizing and coordinating all office support functions in an elementary school or learning center and in providing secretarial services to the administrative staff, the principal, or the program administrator, and performs related work as required. 

EXAMPLE OF DUTIES:

• Analyzes office services requirements of the school
• Identifies and reports to the principal or program administrator the personnel, fiscal, material and systems resource requirements of the school office
• Organizes available office services resources
• Develops and implements procedures and performance standards for all clerical work in the school to maintain efficient school office clerical operations in conformance with district procedures and standards
• Plans, assigns or coordinates and participates in all clerical work of the school office
• Orients and instructs other school staff in district and school office policy and procedures and in the use of office equipment and other related resources
• Maintains central records, including attendance, enrollment, cumulative records, school bookkeeping, student body accounts, purchase orders, work orders and makes routine reports related to school programs, operations and activities, the status of students and school staff, and the acquisition, use and disposition of all school resources
• Maintains principal’s or program administrator’s calendar and the master calendar of the school or learning center, scheduling meetings and other activities
• Represents the principal or program administrator to school staff, various district offices, students, parents and general public in matters no requiring the personal attention of the principal or program administrator or other professional staff, or when they are not available
• Provides full secretarial services to the principal or program administrator
• Administers emergency first aid to students
• Trains helpers
• Supervises students in the school office which may include student helpers, students to be disciplined and students with severe behavioral problems
• May assist in specific school projects, such as student behavior modification
• Arranges temporary coverage for a specific class when there are not enough substitutes for the day
• Schedules families for special education or other conferences
• Communicates in person or on the phone with the general public, district personnel, students, parents, teacher assistants, substitutes, volunteers, auxiliary staff, other schools and maintenance
• Arranges space, schedules and takes messages
• Decides when to contact parents or other authority concerning students’ health and behavior, especially in the absence of an on-site administrator 

DESIRABLE QUALIFICATIONS: 

Training and Experience:  A combination of training and experience equivalent to two years clerical experience in a public school office including experience in aspects of school office operations, one year of secretarial experience. 

Knowledge of: 

• State and district administrative programs, policies and procedures related to elementary school office functions
• Standard office clerical and secretarial procedure. 

Skills in: 

• A variety of school office procedures such as obtaining, recording, organizing and reporting data and information about school programs and activities, the status of students and teachers and the status of material and fiscal resources
• Relating district and school programs, policies and procedures to students, parents and school staff
• The use of standard office equipment, including computer and related software
• Administering first aid
• Supervising students with severe behavioral problems 

Ability to: 

• Establishing and maintaining effective working relationships with others 

Licenses and Certificates: 

• Current First Aid certificate
• A valid California drivers’ license