POSITION

SCHOOL OFFICE MANAGER

DEFINITION OF POSITION

Under supervision, to act as secretary to a school principal and perform a wide variety of responsible, confidential clerical work of a difficult and highly complex nature resulting from the heavy supervision and administrative responsibilities of the principal.

EXAMPLES OF DUTIES

•      Acts as secretary to the principal

•      Schedules appointments and screens visitors

•      Takes and refers messages for administrators, teaching staff and students

•      Gives information to the public by telephone and over the counter regarding school matters

•      Independently answers routine correspondence not requiring the principal's attention

•      May keep records of student attendance and make reports of attendance to the District Office

•      May be required to maintain other student records including cumulative records, health and emergency records and registration and transfer records

•      Types material and maintains a wide variety of files including material of a confidential nature

•      May receive and account for student activity funds or other money 

•      Telephones and confers with parents regarding pupil absences and other matters of student welfare

•      Administers first aid to students in the absence of the school nurse 

•      May take and transcribe oral dictation

•      May request records on new students, forward records of transferring students, and post information to student records

•      Maintains attendance and payroll records for certificated and classified employees

•      Coordinates personnel matters, including substitute employees, with district office

•      May be required to prepare agendas, and take/transcribe minutes of meetings

•      Screens supervisor’s mail, directing his/her attention to those items requiring his/her personal action; distributes mail to other staff members

•      Be responsible for distribution of school keys to staff and substitute teachers

•      Trouble-shoot problems with office equipment and arrange for repairs if needed

•      Run errands off-campus; i.e., bank, post office.  May be required to use own vehicle

•      Keep records of complex nature, such as school budget

•      Maintains school inventory and order supplies

•      Other duties as assigned by principal

DESIRABLE QUALIFICATIONS

Knowledge of:          

 •      Modern office practices and procedures, including business correspondence, record keeping and filing systems, operation of standard office equipment, receptionist and telephone techniques, letter and report writing, computer software and word processing programs

 •      Business English, including vocabulary, correct grammatical usage and punctuation

Ability to:                     

•      Deal tactfully and courteously with students, staff and public

•      Perform clerical work with speed and accuracy without immediate supervision

•      Learn, interpret and apply school rules and regulations

•      Compile statistical and clerical work of above average difficulty with speed and accuracy without immediate supervision

•      Prepare and maintain accurate records and reports

•      Use a high degree of independent judgment

•      Prepare and maintain accurate records and reports

•      Prepare letters/memos from oral dictation or written notes

•      Type a minimum of 60 words per minute with accuracy

•      Understand and maintain cooperative relationship with students, parents, staff and others contacted in the course of work

EXPERIENCE

Any combination equivalent to graduation from high school and three years of increasingly responsible secretarial experience including some work in a position involving public contact and including one year of experience in supervising or coordinating the work of other clerical staff; preferably one year of which is in a school setting.