School Office Coordinator Central Park Elementary

8 hours per day

210 days per year including holidays

Benefits Eligible - Comprehensive Benefit information can be foundhere

JOB SUMMARY

This position manages the operation of the elementary school office under the supervision of the principal. Responsibilities include greeting parents and students serving as secretary to the principal and providing various support services for students parents staff and the public. The position promotes positive public relations for the school and the district.

DUTIES AND RESPONSIBILITIES:

• Manages the operation of the elementary school office in close collaboration with the principal. Serves as building receptionist; answers and responds to telephone and in-person inquiries from staff students parents and the public. Screens and monitors all visitors deliveries visiting parents and telephone callers.
• Provides secretarial support to the principal; maintains appointment calendar schedules meetings and conferences and makes travel arrangements. Formats and types correspondence forms memoranda and reports. Types and distributes staff bulletin and school newsletter. May attend meetins to record minutes.
• Serves as a confidential resource to parents and students on family services and school related matters.
• Serves as a resource to staff on district related topics.
• Compiles data for enrollment and other federal state and district reports and other records as required. Responsible for completing and submitting district state and federal reports.
• Processes outgoing and incoming mail including packages and freight.
• Coordinates work of secretarial/clerical personnel and volunteers assigned to the office assigns and reviews work; monitors workload. May maintain current listings of volunteers.
• Coordinates use of building office equipment and computers within the school; may troubleshoot problems provide information to staff and submit work orders for repairs and maintenance.
• Registers incoming students and processes enrollment materials; may request transcripts and school records; coordinates services and information with sending/receiving schools and district office; completes procedures for students withdrawing from the school. Sets up orientation schedule mails materials. Organizes and distributes conference materials to teachers.
• Maintains student attendance records or monitors maintenance of records by staff. Assists in contacting parents concerning questionable absences of students i.e. attendance and/or truancy petitions.
• Communicates with other staff members by using cell phones radios or intercom systems.
• Performs assigned role for lockdowns fire drills and other emergencies; serves as a 9-1-1 interface with law enforcement.
• Assists the school nurse and provides first aid care to ill or injured students; contacts parents and arranges transportation as needed; administers medication as authorized. Checks and collects immunization records. Maintains daily log of basic first aid and authorized medication for students.
• Maintains electronic and paper files for staff and student information; maintains staff absence records and prepares payroll forms.
• May make some arrangements for substitute personnel in coordination with the districts substitute office. Maintains substitute time sheets.
• Maintains accounting ledgers for ASB general building budgets and various building checking accounts. Collects records and deposits monies for student activities and fines; writes checks. Prepares bank reconciliations and month-end reports.
• Tracks purchase orders and manintains running total. Prepares monthly reconcilliation of procurement card purchases.
• Processess free and reduced lunch applications; collects money for meal accounts and write receipts; submits daily lumch count.
• May collect and deposit money order supplies and pay invoices for student store.
• Issues and monitors building keys; maintains safe.
• Communicates with Transportation Department concerning transportation arrangements for students. Coordinates building use wiht appropriate staff; maintains calendar; schedules times and rooms.
• Requisitiions receives and distributes school supplies textbooks and materials. Takes peridoic inventory.
• Coordinates a variety of school programs/activities such as conferences open hourses federal surveys school pictures school insurance voter registration fund raising events and other activities. Coordinates beginning and end of-the-year activities.
• Supervises students who come into the office; monitors student behavior. Assits parents in filling out forms. Provides clerical assistance to itinerant staff and parent organizations as requested by principal.
• Promotes effective public relations with parents and the general public.
• Adapts readily to new/updated office technology and software applications.
• Performs related duties as assigned.

EDUCATION/EXPERIENCE:

• High school graduation or equivalent.
• Four years of increasingly responsible secretarial and office management experience including records maintenance and bookkeeping.
• Experience in dealing with children and the public.
• Alternative combinations of advanced training and experience may be substituted.

MINIMUM QUALIFICATIONS: Knowledge Skills and Abilities:

• Knowledge and ability in general office management telephone and clerical practices and procedures.
• Knowledge of correct grammar spelling and English usage.
• Ability to use and stay current with standard office technology including office machines computer and software programs.
• Bilingual/Spanish speaking preferred.
• Keyboarding editing data entry and formatting skills.
• Ability to add subtract multiply and divide using whole numbers common fractions and decimals. Ability to compute ratio and percent and to interpret graphs.
• Knowledge of general bookkeeping procedures; ability to set up and maintain accounting spreadsheets.
• Ability to set up and maintain accurate electronic and hard copy filing systems.
• Ability to interact with school-aged children in a warm confident manner. Patience in dealing with parents and small children.
• Ability to screen and treat minor student illnesses or injuries.
• Ability to organize and set priorities and meet deadlines.
• Flexibility and ability to handle multiple tasks effectively.
• Ability to work effectively under pressure and with frequent interruptions.
• Ability to organize activities attend to detail and follow tasks through to completion.
• Good listening skills.
• Ability to maintain confidentiality.
• Ability to work accurately and independently with minimal supervision or work in a team environment.
• Ability to establish and maintain effective working relationships with students staff parents and the general public.
• Ability to use tact when dealing with angry or upset individuals.
• Ability to positively and effectively represent the school district to office visitors and telephone callers.
• Effective oral and written communication skills. Ability to write reports and correspondence.
• Ability to read and interpret documents such as safety rules operating and maintenance instructions and procedure manuals.
• Ability to apply common sense understanding and problem solving skills to carry out instructions in written oral or diagram form.
• Ability to perform duties with awareness of all district requirements and board of education procedures.

LICENSES/SPECIAL REQUIREMENTS:

• May be required to complete first aid training CPR training and/or training for administration of authorized medications.
• Employment contingent upon Washington State Patrol and FBI clearance and the payment of any applicable fees.

TESTING: Selected candidates may be tested for this position.

Equal Opportunity Employer

Aberdeen School District does not discriminate in any programs or activities on the basis of sex race ethnicity creed religion color national origin immigration or citizenship status age veteran or military status sexual orientation gender expression gender identity homelessness disability neurodivergence or the use of a trained dog guide or service animal and provides equal access to the Boy Scouts and other designated youth groups. Inquiries regarding compliance procedures may be directed to Christi Clinkingbeard Title IX Officer and Stefanie Lamont Section 504/ADA Coordinator Aberdeen School District No. 5 216 North G Street Aberdeen Washington 98520.

Required Experience:

IC