Job Description / Essential Elements:
HEMET UNIFIED SCHOOL DISTRICT
1791 West Acacia Ave.,Hemet, CA 92545 - (951) 765-5100
SCHOOL OFFICE MANAGER
Positions allocated to this class do not require or receive day-to-day, but rather occasional supervision from the supervisor and work with a great deal of independence and initiative, performing many management/supervisorial duties in coordination with, and in the absence of the principal.
~ Generally manage the administrative office including keeping office "flowing" in an organized, orderly and friendly manner;
~ Provide clerical support in such areas as enrollment, attendance, registration, student records, personnel functions or data processing;
~ Monitor and record school site budget; Requisition or oversee the requisitioning of supplies;
~ Serve as secretary to the principal, receiving and screening visitors, telephone calls and mail, arranging appointments;
~ Make arrangements for meetings and other functions;
~ Coordinate, assign and direct the work of assigned clerical and student workers;
~ Maintain the principal's confidential files;
~ Give general and specific information to teachers, students, and the public on the policies and procedures of the school and District;
~ Adjust informal grievances;
~ Type, maintain, gather information related to, and file disciplinary documents, grievances and responses to grievances;
~ Effectively recommend discharge and hiring of employees;
~ Type, maintain and file employee observation and evaluation reports and records;
~ Assist and provide input to principal on evaluations of clerical staff; reward staff with principal's concurrence; maintain site personnel files;
~ Maintain and prepare monthly calendars, coordinating activities, straightening out conflicts and notifying other staff of impending activities;
~ Type or oversee the preparation and distribution of rosters, bulletins, announcements and newsletters;
~ Type letters, circulars, reports and other materials requiring the use of independent judgment and initiative in assembly and categorizing data;
~ Assist in the coordination and scheduling of graduation activities;
~ Assist the principal in compiling budgetary data, maintaining financial records and a variety of payroll records;
~ Maintain accounting ledgers and monitor the established yearly budget for the worksite; assist in and prepare purchase orders;
~ Preparation of specifications for requested budget purchase items; prepare purchase orders;
~ Maintain supplies and coordinate and supervise requisitioning, record-keeping and distribution;
~ Prepare daily bulletins, type, copy, and distribute;
~ Prepare and oversee the preparation of monthly attendance reports;
~ Initiate letters, circulars, reports and other materials requiring independent judgment;
~ Attend meetings, take notes and prepare minutes;
~ Assist the principal in the preparation of site-based level input and proposals for negotiations;
~ Attend management council meetings;
~ Greet substitute teachers, providing information, assistance and keys;
~ When necessary, call or write other schools for student records;
~ Orient substitutes and assist with assignments;
~ In the absence of the Health Technician, may administer first aid, call for assistance if necessary, and notify parents of sick or injured students;
~ Operate modern office equipment.
~ Modern office methods and practices including receptionist and telephone techniques;
~ Modern office machines and equipment, including data processing equipment;
~ District and County policies and procedures relating to insurances and other employee benefits, personnel, data processing and other school functions;
~ Basic math and bookkeeping; mathematical, accounting, ledger and statistical procedures may be required;
~ Correct English usage, spelling, grammar and punctuation;
~ Basic first aid procedures.
~ Perceive established school goals, objectives, and work to insure their fulfillment;
~ Type or keyboard at a net corrected speed of 55 words per minute;
~ Effectively and efficiently operate computer terminals and micro-computers, and utilize application software;
~ Understand and perform the role of "office assistant" to an administrator;
~ Effectively meet school and district personnel, students, parents, and the public in situations requiring tact and poise;
~ Learn and interpret specific rules, laws, and policies and apply them with good judgment in a variety of procedural situations;
~ Write reports, business correspondence, and procedure manuals;
~ Apply concepts such as fractions, percentages, ratios, and proportions to practical situations;
~ Maintain confidentiality of privileged information;
~ Assume responsibility and use good judgment in recognizing the scope of delegated authority;
~ Compile and maintain accurate and complete records and reports;
~ Understand and carry out oral and written directions;
~ Develop and maintain effective working relationships with those contacted in the course of work;
~ Effectively supervise clerical staff and student workers.
~ Demonstrate good judgment and good problem solving skills;
~ Orient/ train/supervise others;
~ Work autonomously;
~ Organize tasks, set priorities and meet deadlines;
~ Perform simple & complex tasks;
~ Manage multiple tasks;
~ Respond appropriately to direction & changes in the work setting.
~ Some positions in this class may require individuals who can read, write and speak a secondary language.
High school diploma or general education degree (GED) and possession of the knowledge and abilities listed above.
Three (3) years of responsible office level experience, including public contact, preferably including some experience in a public school setting or directly with students.
REQUIRED LICENSES AND/OR CERTIFICATES
Possession of and maintain a valid and California Driver's License during the course of employment;
PHYSICAL DEMANDS AND WORKING CONDITIONS
Physical Demands: Sitting (up to continuously); stand, walk, bend, stoop, look up/down (occasionally); push, pull, twist, squat, climb stairs (infrequently); repetitive hand activities within close reach, such as keyboard, mouse, handwriting, files & phone (continuously); lift/carry office supplies up to 10 pounds (occasionally), to 30 pounds (infrequently); use seeing, hearing and speaking.
Working Conditions: School office and grounds. Exposure to: inside/outside temperature swings, use of office equipment & supplies, proximity to alarms.
Reasonable accommodation may be made to enable a person with a disability to perform the essential functions of the job.
A Classified Bargaining Unit Position February 2005
Classified Bargaining Unit positions in the Hemet Unified School District are subject to an agency fee arrangement. All applicants are subject to a fingerprint clearance (at applicant’s expense) through the Department of Justice and Federal Bureau of Investigation (DOJ/FBI). Authorization for employment will not be granted until the fingerprint clearance from DOJ/FBI has been accepted. This process takes approximately two (2) to five (5) working days.