High School Office Manager Full-Time (8.0 hpd) 12 months Springfield High School

Position Summary

The High School Office Manager serves as a liaison between Administration and other High School staff and manages the administrative duties for the high school building. The position supports operations by maintaining office services while providing high level administrative and technical support to staff including matters of a confidential nature. Performs a variety of complex and diverse clerical work requiring this position to plan organize and provide direction & control while using independent judgment and a thorough knowledge of modern office and clerical procedures and practices. This position provides technical assistance and information to students staff and the public.

Essential Functions

Essential duties of this position include the following. Employees in this position perform some or all of the following tasks. Other duties may be assigned.

• Provides administrative support to assigned administrator(s) including but not limited to preparation of presentations budget minutes data tracking calendar management travel arrangements and correspondence.
• Performs a variety of administrative tasks including greeting stakeholders answering door buzzer building radio telephones routing calls or messages to appropriate staff and operating general office machinery including photocopy machines computers fax machine typing proofreading filing sorting and handling incoming and outgoing mail.
• Processes purchase and work orders for building using District selected computer applications and programs.
• Collects time sheetsfor certified and administrative staff for payroll.
• Runs exception leave reports and enters information into system for filling staff vacancies and leave reporting.
• Coordinate materials and instructions for substitute teachers.
• Serves as a community and staff resource specific to School and District processes and procedures.
• Assists with planning and coordination of vendors for school events.
• Creates and updates forms for school administrative processes.
• Serves as liaison between administration personnel and community as appropriate.
• Maintains time sheet and payroll systems for employees / substitutes including reconciliation of staff absences using AESOP system.
• Manages school-wide purchasing supply inventory supply/material orders receives and facilitates returns.
• Schedules meetings conferences and programs as required including creating schedules contacting all invited parties preparing agendas newsletters building informational correspondence arranging for catering and distributing materials to all parties.
• Assists in the preparation of and monitors building and departmental budget as required and notifies Administration of any inconsistencies.
• Maintains working knowledge of specialized terminology District programs policies procedures rules and forms.
• Manages budget preparations as requested.
• Maintains building calendars coordinating and scheduling as appropriate.
• Coordinates building usage/rental calendar.
• Maintains thorough knowledge of processes for student body funds District monies and purchase orders and maintains systems for accurate and current records in accordance with District state and auditor guidelines and/or policies. Acts as back-up for Bookkeeper as needed.
• Maintains office efficiency by planning and implementing office systems layouts and equipment procurement.
• Maintains office staff by assisting in recruiting selecting orienting and training employees.
• Maintains office staff job results by coaching counseling planning monitoring and appraising job results in consultation with administrator(s).
• Completes operational requirements by scheduling and assigning identified classified employees; following up on work results.
• Keeps management informed by reviewing and analyzing special reports; summarizing results against standards; making necessary adjustments.
• Completes a high volume of computer work using District computer programs to input high volumes of data with speed and accuracy including confidential data in an environment with constant interruptions.
• Provides historical reference by defining procedures for retention protection retrieval transfer and disposal of records.
• Designs and implements office policies by establishing standards and procedures; measuring results against standards; making necessary adjustments.
• Achieves with administrator assistance financial objectives by preparing an annual budget; scheduling expenditures; analyzing variances; initiating corrective actions.
• Oversees coordinating school field trips (scheduling payment communication etc.)
• Coordinates and maintains all administrative procedures processes operations and ensures compliance.
• Maintains a system for issuing building keys/badges to staff and substitutes.
• Troubleshoots office machinery (copy fax postage meter etc.) coordinates maintenance and supply inventory.
• Collects data and materials and prepares ODE Notebooks for audit and accreditations.
• Manages student orientation and registration processes.
• Prepare substitute resource packets (class rosters school-wide information keys time reports etc.).
• Processes and trains staff in appropriate use of building and district forms and systems (both paper and electronic).
• Maintains master calendar for school events and reader board announcements.
• Maintains and edits school-wide handbooks for printing and distribution. Reviews and updates annually curriculum guide student/family handbook and staff handbook.
• Maintains and creates school-wide bell schedules using online program.
• Researches creates inputs formats organizes and edits relevant data as needed or requested and prepares in a usable format.
• May assist with processing incoming and outgoing records according to procedural guidelines and policies.
• May maintain current and accurate data on Title school personnel and staffing and makes updates semi-annually.
• May assist in the preparation of and monitoring of Title schools budget sheets and updates as required.
• May prepare and make bank deposits on a weekly basis reconciles and receipts all accounts receivable.
• Attends in-service trainings and staff meetings as directed.
• Serves as back-up for other office personnel as needed.
• Leads office staff meetings as directed.
• Other related duties may be assigned.

Minimum Qualifications

Education and Experience:

• Associates Degree (A.A.) or the equivalent* froma two-year college; AND
• Four (4) years of increasingly responsible closely related work experience; or the equivalent combination of education and/or experience.

*Associates Degree education equivalency equals two years of increasingly responsible work experience for each full year (24-30 units) of college

• Ability to obtain a valid First Aid/CPR card and pass Safe Schools training modules as assigned.
• Criminal Justice Fingerprint/Background Clearance

Desired Qualifications

• Prior office experience in a public education setting desired.

Knowledge Skills & Abilities (May be acquired through education training and/or experience.)

• Knowledge of: District policies and procedures; modern office practices and procedures; highly developed letter writing correct language usage; highly developed receptionist and record keeping/filing systems; highly developed computer hardware and software programs and their usage; modern office equipment; safety and first aid practices and procedures.
• Skills to: manage supply inventory track budget expenses delegate workflow and staffing manage office processes including office standards and promotion of process improvement; reconcile bank account(s); proficiently utilize Microsoft Outlook Web App Office Word Excel and PowerPoint; proficiently utilize Google Suite.
• Ability to: understand and apply District and school policies and procedures; greet stakeholders; maintain appropriate office appearance and attire; maintain regular and acceptable attendance and punctuality as set forth in Board policy; provide information pertaining to area and/or District/School policies procedures and other pertinent information; operate maintain and arrange for repair various office/school equipment; establish and maintain cooperative working relationships with those contacted during the course of work and from diverse backgrounds; interacts thoughtfully and courteously with students staff parents and community members and resolves conflict in a professional manner; maintain records; utilize keyboarding skills commensurate with the required functions for this position; communicate effectively both orally and in writing; utilize appropriate grammar and spelling when corresponding make mathematical calculations accurately; follow oral and written instructions; accurately research various information and prepare related reports.

An Affirmative Action / Equal Opportunity Employer
Springfield Public Schools does not discriminate on the basis of race color religion ancestry national origin disability gender or sexual orientation in admission or access to the treatment of employment in its programs and activities as required by state and federal law. If you have any complaints please contact Human Resources at .

Veteranss Preference
It is our policy to provide qualifying veterans and disabled veterans with preference in employment in accordance with applicable law. Applicants wishing to claim veterans preference must provide the following military documents verifying their eligibility:

• Veterans:A copy of the applicants Certificate of Release or Discharge from Active Duty (a federal DD Form 214 or 215) which shows character of service upon dischargeORa letter from the U.S. Department of Veterans Affairs indicating the applicant receives a non-service connected pension.
• Disabled Veterans:A copy of the applicants Certificate of Release or Discharge from Active Duty (a federal DD Form 214 or 215) which shows character of service upon dischargeANDa copy of the applicants veterans disability preference letter from the U.S. Department of Veterans Affairs (unless the information is included on the DD Form 214 or 215).

For veterans preference to apply the required military documents must be submitted at the time of application submission.

Required Experience:

IC