HANFORD ELEMENTARY SCHOOL DISTRICT

 Job Description:

 SCHOOL OPERATIONS OFFICER

DEFINITION

 The School Operations Officer is responsible for planning, coordinating, and supervising the day-to-day business operations of a school office, and serves as administrative aide to the school principal, relieving him/her of administrative details.

SUPERVISION RECEIVED AND EXERCISED

 The School Operations Officer receives general direction from, and is supervised by, the school principal.  The School Operations Officer directs and supervises the work of clerical staff assigned to the school site.

 ESSENTIAL FUNCTIONS

 Supervises the enrollment, transfer, discharge, and readmission process for students and the preparation of related records and files.

• Supervises the preparation of student enrollment and attendance report.
• Supervises the maintenance of student records, including grades, test scores, class schedules, awards and honors, citations and discipline, medical reports and records, and other documents.
• Requisitions, receives, and distributes/stores school office materials and supplies; prepares annual bid order for instructional materials and supplies; and maintains ongoing inventory.
• Coordinates the development of, and prepares, school site General Fund and special projects budgets; prepares budget transfer requests as appropriate.
• Prepares and maintains purchase orders and other expense records; approves, logs, and monitors expenditures; reconciles site records with monthly District Office reports; resolves discrepancies; and ensures expenditures are within budget allowances for the month and year.
• Secures substitutes through the Substitute Caller and provides substitutes with keys, assignment, and instructions regarding policies and procedures.
• Monitors employee attendance; maintains absence and leave site records; and prepares time cards for employees and substitutes.
• Monitors District Accountability Timelines and coordinates timely completion of administrative/clerical tasks.
• Plans, assigns, trains, and evaluates clerical staff assigned to the school office; provides work direction and guidance; and evaluates performance in accordance with District standards, timelines, and procedures.
• Processes in, assigns, in-services,  and directs the work of volunteers.
• Plans and coordinates arrangements for school and community activities; acts as liaison between school and other schools, District Office, or outside agencies, the parents, and the public at large.
• Serves as the custodian of school office records.
• Develops, implements, and monitors work practices, systems, and methods that are effective, efficient, and consistent with District standards, policies, and procedures.
• Coordinates school principal’s and site master calendar of meetings and events.
• arranges for conferences and travel of administrators and staff; prepares related purchase order or payment requisitions; and follows up with receipts, invoices, and expense claims.
• In-services new staff on District policies and regulations as they apply to school site operations; standard school site rules and procedures; computer operation and software programs used at the school site; proper use of office equipment; and emergency procedures.
• Safeguards student medications and monitors dispensation; makes appropriate contacts and notifications in response to student illness or injury; and provides emergency CPR and first aid to students as needed.
• Investigates circumstances of employee on-the-job injuries; prepares required documentation; and reports safety hazards to school principal and District Safety Officer.
• Operates office equipment, including a personal computer, to enter, retrieve forward, or duplicate data, reports, lists, charts, schedules, bulletins, memoranda, letters, and other documents.
• Promotes and maintains a positive and effective school climate by ensuring that all interactions with staff, students, parents, and the public at large are prompt, efficient, helpful, and friendly.
• Seeks out and participates in educational and professional development, and motivates and encourages such development for clerical employees in the school office.
• Recognizes problems and impediments and reports them promptly with options for solutions to the site principal; promotes and assists with constructive resolutions.
• Maintains appropriate appearance, demeanor, and communications at all times to promote a positive image of the school; establishes and maintains professional and cooperative working relationships with all contacted in the course of work.

 QUALIFICATION REQUIREMENTS

 Education:  High School Diploma or equivalent.  College course work in Business Administration, Organizational Management, or related discipline highly desirable.

 Experience:  Three years of effective advanced secretarial or office management experience, including contact with the public.

Knowledge of:

 odern office methods and practices, including filing, preparation of business correspondence, statistical and narrative report writing, receptionist or customer service duties, telephone usage, cashiering/light bookkeeping, duplicating, and other related services.

 Modern office equipment, including personal computers with word processing, data base management, and spread sheet software.

 Correct usage of the English language, including grammar, spelling, and punctuation.

 Principles and practices of employee supervision and evaluation.

 Ability to:

 Plan, organize, coordinate, and prioritize work to meet school objectives.

 Coordinate and manage multiple responsibilities, projects, and tasks; monitor progress; and ensure timely completion.

 Take initiative; work and follow through on assignments independent of direct supervision.

 Learn and consistently and correctly apply policies, regulations, rules, and procedures.

 Understand and carry out oral and written directives and instructions.

 Direct, guide, and supervise the work of others in a manner that encourages productivity, efficiency, accuracy, and high morale.

 Evaluate the performance of others fairly and constructively.

 Operate a calculator with speed and accuracy.

 Operate a personal computer at a speed of 50-60 wpm.

 Operate a passenger vehicle for business purposes.

Other Requirements:  Possession of a valid California Class C Driver’s License and a personal automobile; maintenance of minimum automobile liability insurance as required by State law.  Possession of valid Cardiopulmonary Resuscitation (CPR) and First Aid Certificates.

 WORKING CONDITIONS

 Environment:  School office environment; subject to moderate noise and constant interruptions.

 Physical Abilities:  Hearing and speaking to exchange information in person and on the phone; seeing to read written materials and computer monitor; dexterity of hands and fingers to operate a computer and other office equipment; sitting or standing for extended periods of time; moving to various buildings at the school site; bending at the waist, reaching horizontally and overhead to place and retrieve files and store records and supplies; and lifting and carrying objects weighing up to 25 pounds.

 Hazards:  Incumbents may be exposed to contact with angry individuals and sick or bleeding students.

Adopted 05/19/99