Office Manager (25-26 SY) Health Services

IRVING INDEPENDENT SCHOOL DISTRICT

JOB DESCRIPTION

JOB TITLE: Office Manager

WAGE/HOUR STATUS: Nonexempt

FUNDING SOURCE: Local

REPORTS TO: Director of Clinic and Health Services

PAY GRADE: Paraprofessional 065

DUTY DAYS: 230

DEPARTMENT: Clinic & Health Services

DATE REVISED: July 1 2021

This position is eligible for a Letter of Assurance.

PRIMARY PURPOSE: Provide direct support to the Director of Clinic & Health Services and perform all

clerical duties; manage and facilitate the efficient operation of the department managing all needs of the department staff throughout the school district; Manage process and balance Kronos timesheets for the department and other assigned payroll groups. Manage and order warehouse inventory and district equipment for all district campus locations. Manage communicate and train all department employees (professional and para-professionals) on each campus throughout the district regarding inventory ordering procedures department function and guidelines and payroll matters as necessary.

QUALIFICATIONS:

Minimum Education:

• High School Diploma
• Have or be eligible to obtain a Texas Notary Public Commission
• Have or receive HeartSaver AED First Aid certification

Special Knowledge/Skills

• Excellent communication and public relations skills
• Proficient skills in typing Excel Google Word and other computer applications
• Knowledge of basic accounting principles and the ability to accurately complete complex mathematical calculations when necessary
• Ability to maintain accurate and auditable records for all department programs and payroll entry and documentation of employee records
• Assist with organization of annual staff evaluations on all campus employees
• Basic knowledge and understanding of medical terminology blood pressure results and campus clinic processes
• Ability to work independently without supervision
• Excellent time management skills and ability to multitask and prioritize work
• Bilingual preferred

Minimum Experience:

At least three (2) years of successful secretarial experience or other equivalent experience

or background in working with the public.

MAJOR RESPONSIBILITIES AND DUTIES:

Serve as department secretary/office manager:

• Organize and maintain departmental files ensuring all are current and accurate.
• Receive sort and distribute mail documents and materials to the department staff.
• Receive incoming calls and take accurate messages.
• Ability to manage difficult situations with calmness and support
• Make travel arrangements for department staff
• Assist in compiling information to be used in various administrative reports state required reports and/or district reports.
• Organize and maintain student records (physical and computerized files) in accordance with state record keeping requirements
• Communicate with vendors and schedule events as directed including but not limited to: district wide blood screening flu shot clinics vitamin B-12 clinics TB testing for Food Service employees COVID vaccine clinics CareVan Program clinics for students.
• Manage the district department website
• Maintain and update all departmental forms written and computerized as needed
• Manage district wide events and assisting in community events (Vision Van local vision clinics Covid-19 clinics immunization clinics for students)
• Assist with management of CPR inventory training providing documentation to State Training Center for all department staff CTE staff coaches and trainers.
• Schedule and make interview packets to assist the Director in all full-time and guest-educator hiring for the department.
• Ensure security integrity and confidentiality of all data
• Coordinate office monthly departmental meetings to ensure maximum efficiency

Accounting and Payroll

• Perform accounting tasks following established district guidelines including but not limited to those related to budget fixed assets requisitions contract development and purchase orders.
• Assist with the preparation and payment authorizations for department supplies and materials for all campuses throughout the school district workshop materials etc. following appropriate district procedures.
• Maintain adequate inventory in the warehouse monthly and communicate with warehouse employees when necessary
• Communicate with each campus nurse regarding clinic equipment on maintenance or replacement of all required clinic equipment
• Maintain up-to-date account balances for funding sources
• Maintain and provide supplies for the Automatic External Program machines ordering scheduled supplies and distribution of supplies to all campus school nurses.
• Provide accurate quotes for purchases
• Process and balance Kronos timesheets for Clinic and Health Services paraprofessionals and professionals working during summer school
• Process monthly Kronos payroll information confirming reasons for absences.
• Consolidate monthly Frontline employee absences for all campus nurses.
• Train new employees in the use of Munis system for inventory ordering monthly.
• Develop the appropriate skills to job assignment.
• Adhere to the Professional Code of Ethics and District policies
• Manage travel documents for Director
• Perform mileage reimbursement process for department employees as needed
• Other duties as assigned.

Campus Management

• Manage all 44 Departmental Staff (Professional and Paraprofessional) based on campuses throughout the school district
• Monitor Munis entry from registered nurses and make corrections and order monthly. Filters all calls to department to manage Munis program
• AED program management on each individual campus communicating with the nurse on location tracking of units per FDA requirements
• Campus nurse calls to receive supplies for AED management on each respective campus
• Campus nurse sends/discusses with office manager the audit reports for the department including audiometer audit reports AED maintenance logs refrigerator logs incident reports all compliance is followed at Health Services for each clinic
• Receive all non-functioning equipment for evaluation and send to fixed assets for legal documentation of disposal per district policy
• Communicate with each campus nurse for Influenza Like Illness reporting on a daily/weekly basis according to Dallas County Health Department
• Train collect calculate and provide credits for nurse Professional Development required by the school district
• Enter all Professional Development for Clinic and Health Services into the Eduphoria system and send a link to each course for registration (CPR courses monthly meetings training outside professional development evaluation etc.)
• Sign out all CPR equipment to the individual campus nurse manage paperwork CPR books and supplies.
• Responsible for providing the CPR card certification for each participant after carefully managing paperwork and learning the computer system to assign CPR cards.
• Manage each CPR class for each individual school nurse for credit (during school year and summer courses set up by health services)
• Time-off requests/management. Explain district nurse Professional Development for the department time off categories and obtain district required form from nurse to provide to the Director for approval. File and maintain all records of individual campus nurses.
• Manage all nurse travel forms documentation and follow up for the business office.
• Manage nurse time off and track days to report to the Director. Enter into the Frontline system and run reports.
• Reconcile all Frontline absences for payroll counsel campus nurse on time off
• Balance Kronos time for paraprofessionals and part-time employees in the department weekly
• Balance Kronos time for summer school nurse staff
• Maintain medical DVD library for each clinic nurse to check out and return
• Set up Vision Van Program. Work with vendors receive nurse documentation from each individual campus nurse communicate with nurses individually on student appointment times and maintain all records for state audit.
• Receives calls and makes purchases for each individual school clinic
• Manage and make appointments for CareVan Immunizations / CareVan Irving Clinics as directed. Requires increased interpersonal skills managing calls from campus nurses understanding of forms and rules of the program scheduling an appointment and interpreting for the Director when needed.
• Deliver supplies when needed to a campus nurse for efficiency of managing the clinic

Supervisory Responsibilities: None

Equipment Used:

Computer telephone fax copier calculator blood pressure machine thermometer

Automatic external defibrillator (AED)

Mental Demands/Physical Demands/Environmental Factors:

Mental Demands: Show management and remain calm while under stressful and emergency situations; ability to concentrate through continuous interruptions; ability to communicate effectively (verbal and written); ability to remain calm when talking with an angry parent/person.

Physical Demands: Possible exposure to communicable diseases and bloodborne pathogens. Responsibilities may require repetitive motion and lifting objects weighing up to 50 pounds stooping bending kneeling walking long distances pushing/pulling and/or prolonged sitting.

Safety: Contribute to the prevention of accidents and injuries by observing safety rules and District policy practicing the principles and skills taught in safety training wearing personal protective equipment as required reporting injuries and incidents immediately to supervisor and being proactive in the ongoing efforts to improve and maintain workplace safety.

This document describes the general purpose and responsibilities assigned to this job and is not an exhaustive list of all responsibilities and duties that may be assigned or skills that may be required. The information in this document is in compliance with the Americans with Disabilities Act (ADA). Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the job.

This is an in-person position. Work from home is not allowed unless approved by the Superintendent.

Required Experience:

IC