CS Office Manager

Purpose of Position

This position is responsible for managing the school office at the school to which the employee is assigned, including overseeing all administrative and clerical tasks.  This critical position is the face of the school and interacts with not only employees, but parents, vendors and other entities.  This position may supervise, or assist in the supervision of other clerical and volunteer staff and students.

Responsibilities/Duties

With minimal to no supervision, responsible for the overall management of the administrative office of the school assigned.  This position interacts routinely with staff, students and parents and assists the principal with various administrative tasks in addition to managing site payroll, enrollment, attendance records and student records.

• Prepares critical correspondence in both Spanish and English.  Translates critical documents from English to Spanish and Spanish to English.
• Maintains and manages student data in the student information system (eg. student demographics information, student attendance data, language classification, emergency contact information, bell schedules, class enrollment, etc).
• 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.
• 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.
• Utilizes and supervises the use of applications software to conduct school business including payroll, procurement, financial reports, attendance, personnel matters, and secretarial duties.
• Reviews communications, bulletins, reports, and other items and obtains information from a variety of 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, 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.
• May take and transcribe dictation.
• May maintain a standardized bookkeeping system for financial transactions, receive and disburse funds, and compile reports.
• 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.
• 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, dispense prescribed oral medication in the absence of a School Nurse.
• Performs other related duties as assigned.

Minimum Required Skills, Education/Training & Experience

Education/Training/Screening

• Bachelor’s degree from an accredited college or university.
• CPR certification – must complete during first month of employment
• Mandated Report Training (Child Abuse) – must complete during first month of employment.
• Must be able to pass criminal fingerprint clearance.
• Must hold a valid California Drivers’ License.

Experience

• Minimum two (2) years’ experience in office management using typical office machinery and other technologies (copiers, faxes, computers).
• One (1) year using Time and Attendance (time sheet) software – employee time reporting.

Skills

• Bilingual Spanish / English written and spoken.
• Proficiency with all common Office software (Word, Excel)
• Excellent grammar and communication skills – both verbal and written
• Excellent organizational skills and time management skills – able to balance multiple tasks with often competing deadlines.
• Ability to type rapidly and accurately.
• Computer applications such as word processing programs, spreadsheets, database managers, and District specific software such as PowerSchool, payroll software application, and others.
• Excellent judgment and ability to handle sensitive information.

This class description is not a complete statement of essential functions, responsibilities, or requirements. Requirements are representative of the minimum level of knowledge, skill, and/or abilities. Management retains the discretion to add or change typical duties of a position at any time.

Physical Demands:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

While performing the duties of this job, the employee is regularly required to talk or hear.  The employee frequently is required to stand, sit, walk; use hands to finger, handle or feel; and reach with hands and arms.

Physical Working Environment:

The position is located in a school or office building, which may be air conditioned, heated and served by an elevator.  Occasional travel to the various operating sites will be required including the CEG main office. There is no prolonged exposure to noise or weather. Must be able to climb stairs and sit for extended periods of time. Requires finger dexterity (computer use).

COMPENSATION:

Annual salary of $43,680 starting plus full benefits.