Office Manager, Middle School

SUMMARY

Responsible for the smooth and efficient operation of the middle school administrative office. Provide administrative assistance, through the use of district information technology systems, to the Principal, administrators, office and school staff and students by answering / screening phone calls, coordinating meetings and events, monitoring staff time and attendance, managing the school’s financial records and transactions, performing various personnel management functions, handling confidential information, receiving and responding to inquiries and requests, supervising office staff, managing crisis situations and preparing correspondence and other written communication.

ESSENTIAL DUTIES AND RESPONSIBILITIES : To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.

The requirements listed below are representative of the knowledge, skill and / or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Frequency and percentage of time may vary based on building assignment.

1. Responsible for the collection, activity, accounting and reporting of funds for all activities, fees and fines through use of district information technology systems.

Including scheduling / approving all building activity requests, scheduling building requests through the use of the district’s scheduler, EMS (Event Management System).

Schedule busses for activities. Coordinates event / fundraiser / PTO coordination. Collect and count monies; prepare and make bank deposits;

create and submit reports to school and / or Financial Services. Create and submit vouchers and reimbursements to Financial Services for transactions not covered by purchasing card or district financial system.

Registering staff for conferences and other trainings.

2. Perform purchasing card requisitions, through use of district information technology systems, including placing orders for materials, supplies or equipment online or over the phone;

receiving, inventorying; and directing incoming shipments; maintaining and organizing invoices and packing slips; and reconciling purchases online through district purchasing system and / or outside vendors by charging purchases to the appropriate accounts.

Create and submit system reports and receipts / invoices to Financial Services.

3. Provide clerical support to a middle school Principal, administrators and school staff by answering phones, preparing, composing and / or formatting correspondence, documents, newsletters, handbooks, reports and programs;

coordinating meetings and school activities including, but not limited to, coordinating meeting dates and appointments, electronically update shared meeting documents, creating monthly / yearly events calendar, ordering refreshments, creating and printing, programs, flyers, agendas, etc.

creating and maintaining filing systems; processing mail; screening face-to-face and telephone contacts; etc., providing information and / or direction to individuals regarding district policies and procedures, , monitoring students sent to the office, coordinating office duties and projects with other personnel as needed.

Lead, evaluate, coordinate, train and / or assist with the work of office support staff. Duties include assigning tasks, coordinating coverage, overseeing activities and special projects.

Manages building key and access card issuance and tracking.. Creates staff ID cards by uploading information, activating and deactivating all access cards as needed.

Provide information and services to students, parents, guardians, staff, and the community as required or requested. Receive and respond to inquiries and concerns regarding building, District, and state policies and procedures and make information available to others as needed, such as Board and District policies and procedures.

4. Through the use of district information technology systems, perform duties creating and monitoring the general fund, pupil activity fund, athletic fund, etc.

placing warehouse orders; purchasing unique items from vendors; creating reports; reconciling budgets; and notifying others of available funds.

5. Responsible for review, approval and verification of reported time in district time and labor system. May prepare and analyze time and labor reports and complete paperwork for payment of stipends and other pay.

Responsible for data input and report extractions, through use of district technology systems, including extra duty pay, absences and preparing payroll.

Monitor the automated substitute management system to ensure substitute assignments, responsible for obtaining in-house coverage to ensure all classes are covered for the day, track daily absences.

Maintaining Time and Labor which requires making corrections daily and approving time weekly.

• 6. Perform site personnel functions including recording and routing professional leave forms for certified staff; completing, submitting and coordinating workers’ compensation claims;
• maintaining yearly evaluation schedules and preparing evaluation packets; word processing Principal’s evaluations; creating and maintaining employee personnel files;

and providing input into classified employee evaluations. Coordinate and / or assist with the hiring process, personnel data and files through the use of district technology systems.

Organize and screen applications and prepare and submit final hiring information to Human Resources for approval. Maintain and update all personnel changes, including FTE changes, resignations, terminations, leave of absences, transfers and retirements.

7. Through use of district information technology systems, assist with the school budget process by preparing and distributing departmental budget request packets, collecting and totaling requests, determining balances available for operational costs, attending budget meetings, utilizing reports to determine and submit budget carryover balances and submitting final budget and account numbers to Financial Services.

8. Perform other job-related duties as assigned, which may include assisting students in the health clinic and provide backup coverage, as needed.

EDUCATION AND RELATED WORK EXPERIENCE :

• High school diploma or equivalent.
• Must be a minimum of 18 years old.
• Minimum of four years of experience in clerical support positions school experience preferred. Office management experience preferred.
• Experience working with middle school students preferred.

LICENSES, REGISTRATIONS or CERTIFICATIONS :

• Criminal background check required for hire.
• CPR and First Aid certifications preferred.
• District RN Medication and Procedure Delegation and Health Aide training may be required.

SALARY INFORMATION :

All Classified positions are paid on an hourly basis. All Newly hired classified employees are placed initially on Step 1 of the pay grade for their position.

Classified employees can advance an additional 7 steps (maximum Step 8) based on their previous experience. Final hourly placement on the Classified Salary schedule is dependent on the Grade Level for the position being posted and employees’ previous work experience.

Grade refers to position or job classification and Step refers to the number of work experience credit or service years.

See our for hourly rates. For additional compensation information, please refer to

BENEFITS INFORMATION :

Adams 12 Five Star Schools is committed to providing an environment that promotes a healthy employee population able to serve our students at the highest level.

We offer a comprehensive benefits package including medical, dental, vision and life insurance as well as other programs for benefit eligible employees.

The employee assistance program, voluntary life insurance through PERA, and 401(k), 403(b) & 457(b) plans are available to all employees regardless of hours worked and are available immediately (upon hire date).