Personnel – Classified                                                            

Office Manager/School Secretary

Work Location:           Roseland School District; School Site as Assigned

Hours:                         Eight (8) hours per day

Responsible To:           School Principal or Designee

Salary:                         Placement on appropriate salary schedule

Benefits:                      Eligible for regular district benefits

Work Year:                 10 ½ months

Definition

The office manager/secretary works under the supervision of the School Principal or Designee and is responsible for the general operation of the school office.

Duties and Responsibilities

General Office Responsibilities

1. Answers telephones in a pleasant manner and maintains a courteous demeanor while speaking to the public.
2. Greets parents and visitors in a friendly manner and helps or refers them as necessary.
3. Responsible for maintaining a clean and professional school office environment; refers necessary cleaning or maintenance to the custodial staff.
4. Orders office supplies as needed and coordinates school-wide supply order annually.
5. Utilizes computer and data management programs to maintain student data collection.
6. Manages facilities use requests. Contacts outside organizations when necessary.
7. Coordinates the organization of all office and student files in an organized manner.
8. Coordinates distribution of mail to staff.
9. Communicates with payroll technician regarding staff leaves.
10. Keeps record of teacher substitute timesheets and submits them on a monthly basis to the business office.
11. Trains and directs the work of the office assistant.
12. Assists as needed in arranging for substitute yard and cafeteria supervision when aides call in sick or are otherwise engaged and unable to perform supervision responsibilities.

Duties Related to Student & Parents

1. Maintains an emergency card file on all students.
2. Monitors students who are sent to the office to see the principal.
3. Maintains student sign-out list, and volunteer/visitor sign-in/out list.
4. Maintains Student Council bank account.
5. Assists students when they are sick or injured. Monitors all prescribed drugs and keeps them in a locked cabinet. Contacts school nurse or parent when necessary and appropriate.
6. Completes accident report forms and distributes appropriately when necessary for students or staff.
7. Completes or requests completion by a witness of RESIG Student Accident Report whenever necessary.
8. Other related duties as assigned.

Duties Relating to Student Enrollment/Attendance

1. Responsible for the proper enrollment of all students, including the collection and distribution of any required documentation such as; health records, immunizations and parent info.
2. Responsible for student attendance including required SARB notices, monthly attendance reports and independent study.
3. Maintains student cumulative files, including:
   1. Sending records when students leave.
   2. Transfers student records to new school of attendance.
4. Prints and posts class lists.

Duties Relating to First Aid

1. Administers minor first aid to students. Refers serious injuries to sources listed on emergency card.
2. Checks ill students who are sent to the office. Telephones parents to pick up students when they are incapable of returning to class.
3. Administers to student, with parents and physician’s approval and completion of state required form, exact prescribed dosage of medication.
4. Maintains a clean, adequately supplied first aid/emergency kit.

Qualifications

REQUIRED

1. High school diploma
2. Appropriate computer and software skills
3. Secretarial/general office experience

DESIRED

1. Experience working in a school setting
2. Experience with computer systems
3. Fluency in English and Spanish, both oral and written
4. Integrity, honesty, warmth, sense of humor, and a genuine interest in others