Middle School Office Supervisor

The classification specification does not describe all duties performed by all incumbents within the class. This summary provides examples of typical tasks performed in this classification.

Perform a wide variety of complex and responsible clerical and secretarial duties to relieve the Principal and Assistant Principal of administrative detail coordinate and oversee school office activities and assure smooth and efficient school office operations at an assigned middle or K-8 school. E
Coordinate communication between the office and faculty students parents and outside organizations; greet visitors and initiate and receive telephone calls; provide detailed information concerning school policies procedures actions activities programs and schedules; request necessary information; take and transmit messages as appropriate. E
Serve as a liaison between District and site personnel parents students school and community organizations and the general public; coordinate activities resolve issues and exchange information. E
Provide administrative support to the Principal and Assistant Principal; compose prepare type proofread and distribute a variety of written communications including correspondence special bulletins forms notices and memoranda independently and from oral instructions; schedule appointments and meetings; prepare and maintain the school master calendar. E
Train and evaluate the performance of assigned staff; interview and select employees and recommend transfers reassignment termination and disciplinary actions. E
Maintain payroll for certificated classified and other assigned staff; verify and computer employee time cards; obtain proper signatures; receive and distribute paychecks; maintain confidentiality of sensitive and privileged information. E
Collect compile organize and record a variety data for various reports related to attendance enrollment personnel payroll and school activities; prepare and maintain lists records files and logs. E
Collect and account for monies collected in conjunction with school activities; secure monies and process according to established procedures. E
Prepare purchase orders for various departments; compile and prepare a variety of budget and financial materials correspondence reports and statistical information. E
Plan and schedule a variety of special events including conferences orientations and parent activities staff meetings and others. E
Requisition receive store and distribute school and office supplies and materials; maintain material and equipment inventories. E
Prepare vacancy assignments and additional hourly elections for certificated and classified staff; prepare verifications of employment and review applications of athletic coaches for accuracy; provide salary and contract information as appropriate. E
Request substitute teachers as needed; assure adequate coverage of classrooms; greet and assist substitute teachers by providing keys materials and pertinent information; maintain accurate attendance records and prepare time sheets. E
Maintain and account for school site keys; request keys as necessary. E
Perform a variety of duties related to the maintenance of the school site; receive requests for service and forward to appropriate District departments; maintain related records. E
Enroll register and schedule new students; provide assistance to parents and guardians concerning enrollment procedures and forms; complete enrollment information and enter into computerized database; complete records for the release or transfer of students. E
Receive sort and route mail; compose replies independently or from oral directions. E
Administer routine first aid to students and staff as assigned by the position; dispense medication according to physician instructions and District policy; prepare and maintain related records; notify parents of ill or injured students as needed. E
Operate a variety of office equipment including a computer typewriter copier and fax machine; arrange for repairs of equipment as needed. E
Review approve and deliver messages and announcements made to students and staff over the PA system.
Attend and participate in a variety of in-service trainings and meetings.

Note: At the end of some of the duty statements there is an italicized E which identifies essential duties required of the classification. This is strictly for use in compliance with the Americans with Disabilities Act.

Knowledge of:

School office terminology practices and procedures.
Modern office practices procedures and equipment.
District organization operations policies and objectives.
Principles and practices of supervision and training.
Applicable laws codes rules and regulations related to assigned activities.
Financial and statistical record-keeping techniques.
Business letter and report writing techniques.
Telephone techniques and etiquette.
Oral and written communication skills.
Correct English usage grammar spelling punctuation and vocabulary.
Interpersonal skills using tact patience and courtesy.
Basic first aid.
Health and safety regulations.
Operation of a computer and assigned software.

Ability to:

Perform a wide variety of complex and responsible clerical and secretarial duties to coordinate school office activities and to relieve the Principal and Assistant Principal of administrative detail.
Interpret apply and explain laws codes rules and regulations related to assigned activities.
Maintain good public relations with students parents teachers and the public.
Train and evaluate personnel.
Understand and resolve issues complaints or problems.
Assure smooth and efficient school office operations.
Analyze situations accurately and adopt an effective course of action.
Answer telephones and greet the public courteously.
Compose correspondence and written materials independently or from oral instructions..
Work independently with little direction.
Prepare and maintain financial and statistical records.
Complete work with many interruptions.
Operate a variety of office equipment including a computer and assigned software.
Communicate effectively both orally and in writing.
Establish and maintain cooperative and effective working relationships with others.
Plan and organize work.
Compile and verify data and prepare reports.

Education and Training:

Graduation from high school or equivalent.

Experience:

Three years of secretarial experience including one year of experience in a supervisory capacity or one year of experience at the level of Elementary School Office Supervisor with the Long Beach Unified School District.

Any other combination of training and/or experience that could likely provide the desired skills knowledge or abilities may be considered.

Some positions in this classification may require the use of a personal automobile and possession of a valid California drivers license.

SELF-CERTIFICATION OF TYPING/KEYBOARDING SKILLS:

This classification requires that incumbents be skilled in typing/keyboarding at a minimum of 50 words per minute. A typing test will not be given. Incumbents must certify in writing that they have such skills at the time of appointment to this class. Demonstrated proficiency will be expected during the probationary period for the class.

If you have questions regarding your applications or the recruitment process you may contact: or .

Nondiscrimination Statement: The Long Beach Unified School District prohibits unlawful discrimination harassment (including sexual harassment) intimidation or bullying targeted at any student or employee by anyone based on the student or employees actual or perceived race color ancestry nationality national origin immigration status ethnic group identification ethnicity age religion marital status pregnancy and related conditions parental status physical or mental disability medical condition sex sexual orientation gender gender identity gender expression or genetic information or association with a person or group with one or more of these actual or perceived characteristics.

For questions or complaints contact Equity Compliance Officer: Steve Rockenbach Director of Employee Relations1515 Hughes Way Long Beach CA 90815 and Title IX Coordinator: Kimberly Dalton Director of Human Resource Services 1515 Hughes Way Long Beach CA 90815 and 504 Coordinator: Jenny R. Acosta Program Administrator 2221 Argonne Ave LB 90815 .

If you have questions regarding your applications or the recruitment process you may contact: or .

SELECTION PROCEDURE:

The examination process for this recruitment may be comprised of one or any combination of the following: screening of the applicants training background and experience; evaluation of responses on a supplemental application; written examination(s); qualifications appraisal oral examination; performance examination; or technical oral examination scored on a job-related basis. Only the most highly qualified candidates will be invited to continue in the examination process. Successful candidates who pass all parts of the examination process will be placed on the eligibility list in order of their relative merit as determined by these competitive examinations.