Office Manager
Office Manager
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Job Description
PRIMARY FUNCTION: The SECEP Office Manager is responsible for performing various clerical and administrative tasks needed for the successful operation of SECEPs central administrative office. The position requires strict confidentiality good judgment excellent managerial/organizing abilities inventiveness and flexibility. The Office Manager frequently works independently when dealing with complaints disseminating information to parents and staff and coordinating activities with representatives from other agencies and school divisions. Work is performed under the general supervision of the Executive Director. The Office Manager sets their own priorities for the clerical and administrative operations of the central administrative office. The Office Manager may receive general guidelines about projects and timelines but must structure their own timetable and tasks. The Office Manager serves as a resource to others in the organization regarding all areas of specialization.
QUALIFICATIONS:
- Graduation from high school is required.
- A minimum of 5 years of successful experience in managing a small to medium-sized office is required.
- Must be experienced in using Microsoft Office Suite (Word Excel PowerPoint etc.).
- Experience using multi-line telephone systems networked printers/copiers and other typical office equipment.
- Position requires the ability to
- work independently
- be self-directed
- handle a variety of complex problems and circumstances concurrently
- maintain confidential information
- interact effectively with and de-escalate agitated individuals either in person or during telephone calls and triage problematic situations and escalate the issue to a supervisor when needed and appropriate.
Requires the ability to be cross-trained on other office functions/responsibilities and be flexible enough to accommodate assisting with other assignments when needed.
SUPERVISION: This position reports to the Executive Director
ESSENTIAL RESPONSIBILITIES:
- Provide support to SECEPs governing and advisory committees i.e. the Joint Board the Committee of Superintendents and the Special/Alternative Education Directors Committee;
- Schedule and arrange meetings in coordination with the Executive Director
- Prepare Materials
- Attend and keep minutes of meetings
- Keep official records
- Provide a point of contact to board members for information
- Screen mail/calls for SECEPs Executive and Assistant Directors. Prioritize and prepare responses when appropriate.
- Arrange meetings as required for the Executive and Assistant Directors.
- Assist with projects/reports/correspondences for SECEPs Executive Director Directors and Assistant Directors i.e. maintain spending ledger for Operations purchasing of supplies/equipment etc.
- Maintain confidentiality of personnel records and actions.
- Provide support to the Executive Director and Director of Human Resources for confidential personnel actions.
- Supervise and assist other central office clerical workers with projects/reports and actions.
- Liaison with building management regarding central office maintenance and/or repair needs.
- Supervise the organization and preservation of paper and computer files related to Joint Board actions and important documents related to the continuity of SECEP operations.
- Provide training support and coverage for new and existing clerical staff members including school office managers.
- Assist in managing Social Media and Public Communication
- Other duties as assigned.
MARGINAL RESPONSIBILITIES: While the following tasks are necessary for the work of the unit they are not an essential part of the purpose of this position and may also be performed by other unit members.
Performs all other duties as directed.
PERFORMANCE APTITUDES:
- Data Utilization: Requires the ability to review classify categorize prioritize and/or analyze data and/or information.
- Human Interaction: Requires the ability to maintain a cordial and effective relationship with co-workers visitors and clients.
- Equipment Machinery Tools and Materials Utilization: Requires capacity to use equipment devices and/or materials used in performing essential functions.
- Verbal Aptitude: Requires the ability to utilize a wide variety of reference descriptive and/or advisory data and information.
- Mathematical Aptitude: Requires the ability to perform addition subtraction multiplication and division; ability to calculate decimals and percentages; requires the ability to utilize principles of fractions and/or interpret graphs. Functional Reasoning: Requires the ability to exercise independent judgment to apply facts and principles for developing approaches and techniques to identify problem resolution.
ADA COMPLIANCE: Physical Ability: Tasks may involve the regular and at times sustained performance of moderately physically demanding work typically involving some combination of climbing and balancing stooping kneeling crouching and crawling and that may involve the lifting carrying pushing and/or pulling of moderately heavy objects and materials. Tasks may involve extended periods at a keyboard or workstation.
Sensory Requirements: Some tasks require visual perception and discrimination. Some tasks require oral communication ability.
SECEP will provide reasonable accommodations to qualified individuals with disabilities to allow them to perform the essential functions of the job when such individuals request an accommodation.
SECEP in accordance with Title I of the Americans with Disabilities Act of 1990 (ADA Amendments Act of 2009) does not discriminate against qualified individuals with disabilities in any aspect of employment and makes reasonable accommodations to the known disabilities of qualified applications or existing employees where it can do so without undue hardship.
EVALUATION: Performance on this job will be evaluated in accordance with provisions of the Boards policy on the evaluation of personnel.
Required Experience:
IC
Employment Type
Full-Time
