POSITION TITLE: High School Office Supervisor

SUMMARY OF POSITION:

Under the direction of the Principal, serve as primary secretary to the Principal at a comprehensive high school, providing relief of administrative and clerical detail; manage office activities and daily schedules, annually evaluate clerical in the high school office and coordinate the flow of communications for the Principal; assure smooth and efficient office operations.

DIRECTLY RESPONSIBLE TO: High School Principal

DUTIES:

ü  Coordinate the flow of communications between administrators, faculty, staff, students, parents, and the community; respond to inquiries and provide information to teachers, students and the public.

ü  Receive, open, sort, screen and distribute incoming mail; independently compose replies not requiring personal response of the Principal.

ü  Coordinate and schedule meetings and appointments; attend, take minutes and serve as recording secretary at assigned meetings.

ü  Plan, prioritize, assign, supervise, and review the work of staff responsible for providing clerical and secretarial services for an assigned secondary school.

ü  Reserve substitutes for absent personnel; assure substitutes are prepared for instruction; assist substitutes in resolving issues; distribute keys and maintain appropriate records

ü  Maintain staff time records; prepare staff attendance reports and submit to payroll; maintain personnel, discipline and various other records and files; establish and maintain filing systems

ü  Prepare and print a variety of documents including, but not limited to, special event programs, newsletters, flyers, handbooks and promotional materials

ü  Compile information and prepare and maintain a wide variety of data and reports according to established procedures and time lines.

ü  Perform student health care functions, administer first aid; communicate serious injuries or illnesses to parents or appropriate personnel.

ü  Inspects and verifies time cards and disperses pay warrants; initiates, prepares and verifies monthly extra pay payroll.

ü  Train and provide work direction and guidance to clerical staff and student assistants as assigned by position; provide input regarding staff evaluations as requested.

ü  Operate a variety of office equipment including, but not limited to, a fax machine, copier and a computer and assigned software.

ü  Perform all office operations including but not limited to registration, attendance, reception, etc. as needed.

ü  Perform other duties as assigned.

KNOWLEDGE OF:

ü  School office practices, procedures and equipment.

ü  Operation of a computer and assigned software.

ü  Terminology, processes and operations of assigned office or program.

ü  Record-keeping and report preparation techniques.

ü  Telephone techniques and etiquette.

ü  Applicable laws, codes, rules and regulations related to assigned activities.

ü  Correct English usage, grammar, spelling, punctuation and vocabulary.

ü  Oral and written communication skills.

ü  Methods of collecting and organizing data and information.

ü  Business letter and report writing techniques.

ü  First Aid procedures.

ü  Modern office practices, procedures and equipment.

ü  Ability to work independently; prioritizing tasks to meet deadlines while maintaining accuracy and attention to detail.

ü  Information transfer, sharing and communications among differing computer systems.

ü  Record keeping techniques, filing systems, and information management.

ü  Interpersonal skills using tact, patience and courtesy in interacting with parents, staff and students.

ü  General purposes and goals of public education.

ABILITY TO:

ü  Make decisions in accordance with laws and regulations and apply them to problem situations.

ü  Serve as primary secretary to the Principal at a high school.

ü  Provide varied and responsible secretarial and clerical support duties.

ü  Organize office activities and coordinate flow of communications.

ü  Operate a variety of office equipment including a computer and assigned software.

ü  Compose correspondence and written materials independently or from oral instructions.

ü  Establish and maintain a variety of filing systems

ü  Work independently with little direction.

ü  Work confidentially with discretion.

ü  Prioritize and schedule work.

ü  Understand and work within scope of authority.

ü  Maintain various financial and statistical records.

ü  Verify, balance and adjust accounts; post, assemble, and tabulate the school budget and categorical budgets.

ü  Assist in routine personnel, budget, and payroll functions

ü  Order, receive, and store a variety of office and school supplies

ü  Type at a minimum of 60 words per minute from clear copy.

ü  Maintain financial records.

ü  Maintain strict confidentiality of complex, confidential, and sensitive records.

ü  Train and provide work direction to others.

ü  Compile and verify data and prepare reports.

ü  Establish and maintain cooperative and effective working relationships with others.

ü  Communicate effectively both orally and in writing.

ü  Perform advanced-level secretarial and administrative duties requiring independent judgment and analysis.

ü  Meet schedules and timelines.

ü  Establish and maintain cooperative and effective working relationships with others.

ü  Maintain regular and prompt attendance in the work place.

ü  Perform duties effectively with many demands on time and constant interruptions.

MINIMUM QUALIFICATIONS – EDUCATION/EXERIENCE:

Any combination equivalent to: graduation from high school supplemented by college-level course work in business, secretarial science, or a related field and four years increasingly responsible secretarial work experience involving frequent public contact and in an educational setting (desirable).

Valid California driver’s license and evidence of insurability at the standard rate is required and must be maintained.

PHYSICAL DEMANDS AND WORKING CONDITIONS:

Sit for extended periods at a desk, conference table, or in meeting rooms; frequently stand and walk; bend, stoop, and reach overhead; normal manual dexterity and eye-hand coordination; physical agility to lift and move up to 25 pounds; repetitive hand activities within close reach, such as keyboard, mouse, handwriting, files and phone (continuously), and printed matter with or without visual aids; verbal communications including the ability to speak and hear at normal room levels; ability to use office equipment including computer terminals, telephones, calculators, copiers and FAX.