Semillas Community Schools

School Office Manager

DEFINITION

Manages school offices on three distinct sites, performs administrative assistance for school administrators and is responsible for the supervision of the clerical activities of a school. May also function as chief of staff over non-certificated employees. May also make reports to a nonprofit management board of directors.

TYPICAL DUTIES

• Plans, establishes, and supervises the implementation of clerical procedures in a school office to insure timely preparation and submission of reports, records, studies, letters, and other materials.
• Supervises clerical work related to such matters as enrollment, attendance, curriculum, personnel, organization, budgeting, accidents, student grades, special programs, time reporting, and requisitions and purchase orders for supplies and equipment.
• Performs secretarial duties for a principal by arranging appointments, maintaining an appointment calendar, receiving visitors, screening telephone calls and mail, and composing communications from general instructions or rough notes.
• Reviews communications, bulletins, reports, and other items and obtains information from other sources as requested by the administrator in order to advise on necessary actions and to provide information to school personnel, parents, students, and others.
• Answers or refers inquiries, contacts administrative offices and public service agencies, interprets District and school policies, and coordinates and provides approved information to parents, students, school personnel, and the public over the telephone and in person.
• Requests available teachers to cover classes during absences of regular or substitute teachers and maintains related records.
• Orients new and substitute teachers, parent groups, volunteers, and aides in school and office administrative policies and procedures and issues materials, such as daily bulletins, programs, and keys.
• Organizes and maintains files, records, guides, and rule books.
• Performs miscellaneous clerical work, such as filing, typing, preparing stencils, relaying messages, operating office machines, and opening and routing mail.
• Provides orientation and training for clerical personnel, including those assigned to offices supervised by certificated staff.
• Advises school administrators on office procedures, layout, equipment, and staffing, and on policies and procedures related to the clerical staff.
• Assists in securing substitute teachers and classified personnel.
• May take and transcribe dictation.
• May maintain a standardized bookkeeping system for financial transactions, receive and disburse funds, and compile reports.
• Basic accounting and bookkeeping.
• May oversee students waiting in the main office of the school.
• May provide guidance to volunteers and others working in the school office.
• May prepare and proofread class schedules and other materials and supervise their mailing and distribution.
• May provide minor first aid, arrange for care of ill or injured students, and, if authorized, dispense prescribed oral medication in the absence of a School Nurse.
• May supervise and participate in the operation of a computer or computer terminal.
• Performs related duties as assigned.

SUPERVISION

General supervision is received from the school Director of Education, similar members of organizational administration. Supervision is exercised over clerical personnel and may be exercised over student helpers. Functional supervision may be exercised over clerical activities of personnel who are directly supervised by certificated staff.

CLASS QUALIFICATIONS

Knowledge of:

• Office methods and equipment
• Correct spelling, punctuation, and grammatical usage
• Principles and techniques of first aid
• District records, reports, and procedures relating to student attendance, employee time reporting, operation of the Instructional Material Account, and other school office functions
• Pertinent State laws and District rules and regulations pertaining to school operations
• Bookkeeping methods
• Social media
• Basic word processing and accounting software

Ability to:

• Plan and supervise clerical work for maximum efficiency in the utilization of staff, including scheduling, establishing priorities, and responding to problems
• Type rapidly and accurately
• Make arithmetic computations
• Operate a variety of office machines
• Compile and check data for reports
• Compose written communications
• Deal tactfully with administrators, employees, parents, students, and the public
• Demonstrate initiative and good judgment while working under pressure and frequent interruptions
• Train clerical employees and evaluate performance
• Interpret regulations and policies
• Obtain and impart information tactfully and accurately

ENTRANCE QUALIFICATIONS

Education:
B.A. preferred, supplemented by courses in business management, human resource management, office management, accounting and/or supervision.

Experience:
Two years of experience in school management work, preferably including assignment in a school office.

Special:

A first-aid certificate issued by the Red Cross is desirable.