School Office Manager Jobs

RECRUITMENT DETAILS:

WE WILL BEGIN ACCEPTING APPLICATIONS AT 8:00 AM ON MONDAY, MAY 8, 2023 THROUGH 4:00 PM ON WEDNESDAY, MAY 10, 2023.

• All positions in this classification are 40 hours per week, 10.5 months (202 days) per year.
• Only online applications will be accepted: https://www.governmentjobs.com/careers/downey
• The recruitment will be run as Open and Promotional, meaning it is open to current employees, employees on the reemployment list, and the public. This will result in the creation of 2 Eligibility Lists which will be used to fill open positions during the life of the lists: one priority list for successful internal candidates and a second list for successful external candidates.
• We will begin accepting applications at 8:00 AM on Monday May 8, 2023 through 4:00 PM on Wednesday May 10, 2023.

EDUCATION AND EXPERIENCE:

Any combination equivalent to:

• Graduation from high school.
• Three years of increasingly responsible clerical experience involving frequent contact with the public.

LICENSES AND OTHER REQUIREMENTS:

• Valid Red Cross First Aid Certificate, as well as meeting requirements to keep certificate current.
• Some positions in this class may be required to utilize a second designated language.

KNOWLEDGE OF:

• District organization, operations, policies and objectives.
• Modern office practices, procedures and equipment.
• Office management techniques.
• Record keeping techniques.
• Health and safety regulations.
• Telephone techniques and etiquette.
• Operation of standard office machines.
• Basic first aid techniques.
• Oral and written communication skills.
• Laws, rules, regulations involved in assigned activities.
• Interpersonal skills using tact, patience and courtesy.
• Correct English usage, grammar, spelling, punctuation and vocabulary.

ABILITY TO:

• Learn to interpret, apply and explain rules, regulations, policies and procedures.
• Type at 40 words net per minute from clear copy.
• Demonstrate empathy, friendliness, patience and responsibility.
• Add, subtract, multiply and divide quickly and accurately.
• Perform public relations and communications services for the Principal.
• Work confidentially with discretion.
• Be motivated to produce high quality work product.
• Train and provide work direction to others.
• Communicate effectively both orally and in writing.
• Demonstrate mental acuity sufficient to perform the essential functions of the position.
• Administer first aid to ill or injured children as needed.
• Compile and maintain accurate records and prepare reports.
• Compose correspondence independently.
• Demonstrate attendance sufficient to complete the duties of the position as required.
• Work independently with little direction.
• Operate a variety of office machines including typewriter, computer terminal, calculator and copiers.
• Plan and organize work.
• Perform a wide variety of clerical and secretarial duties to coordinate school office activities and assist the Principal in a variety of administrative tasks.
• Maintain good public relations with students, parents, teachers and the public.
• Understand and follow oral and written directions.
• Maintain a work pace appropriate to the position.
• Establish and maintain cooperative and effective working relationships with others.
• Complete work with many interruptions.
• Meet schedules and time lines.

BASIC FUNCTION

Under the direction of an elementary school Principal, perform a wide variety of clerical and secretarial duties to coordinate school office activities and assist the Principal in a variety of administrative tasks; perform public relations and communications services for the Principal.

DISTINGUISHING CHARACTERISTICS:

School Office Manager positions are assigned to an elementary school. In addition to providing secretarial support to the Principal, incumbents organize, coordinate and oversee school office activities, with heavy emphasis on interacting with students, staff, and the parents of students. Intermediate School Office Managers perform similar duties at a middle school, with an emphasis on performing accounting and bookkeeping duties. Senior School Office Managers perform similar duties at a comprehensive high school or the adult school, where the educational program is more complex and diverse.

REPRESENTATIVE DUTIES

• Provide information concerning school policies, procedures, actions, activities and schedules as appropriate; maintain school calendar and serve as a coordinator of events. E
• Perform related duties as assigned. Note: At the end of some of the duty statements there is an "E" which identifies essential duties required of the classification.
• Monitor and assure classroom coverage; contact the automated substitute system to obtain information regarding employee absences; greet substitute teachers and classified substitutes; distribute keys and materials; provide routine orientation; answer questions and assist as necessary. E
• Register, release or transfer students; complete enrollment information. E
• Provide clerical assistance to faculty and staff as needed.
• Maintain and monitor school budgets and records; follow-up on purchase requisitions. E
• Collect, receipt, and balance fees collected for events. E
• Collect and account for monies collected in conjunction with student body activities; forward monies to District Office according to established procedures. E
• Operate a variety of business equipment including computer, typewriter, calculator, copiers and other school office machines. E
• Administer first aid; decide whether ill students need immediate care, whether to call professional medical help or a parent, or to excuse the student temporarily from the school program. E
• Requisition, receive, store and distribute supplies and office materials; maintain materials and equipment inventory as assigned.
• Prepare, compute and distribute payroll paperwork for classified and certificated personnel; maintain related records. E
• Maintain payroll for certificated and classified personnel; maintain accurate records of substitute teachers and accounts to be charged; receive and distribute paychecks. E
• Serve as secretary to the Principal or assigned administrator; compose routine correspondence independently; prepare communications; schedule appointments and staff meetings as requested. E
• Collect, compile, organize and record a variety of data related to attendance, enrollment, personnel, equipment inventory and student activities; prepare and maintain related records, files and logs. E
• Coordinate a variety of office activities to assist the Principal in administrative tasks; prepare and accurately maintain a variety of reports, records and files relating to students, staff, operations and activities. E
• Operate school office in the absence of the Principal within District guidelines, policies and procedures. E
• Receive, open and route mail. E
• Train and provide work direction to clerical personnel and student workers as assigned; monitor workflow and adjust duties as needed to complete assignments in a timely manner. E

Anticipated Written Exam: Week of May 15, 2023

Anticipated Oral/Performance Exam: Week of May 29, 2023

ENVIRONMENT:

School office environment; subject to constant interruptions and noise.

PHYSICAL ABILITIES:

Dexterity of hands and fingers to operate a computer and office equipment; sitting or standing for extended periods of time; walking to various sites at the assigned school; kneeling and bending, reaching horizontally and overhead to retrieve and maintain files and to store supplies and records; lifting and carrying objects weighing up to 25 pounds; and hearing and speaking to exchange information in person and on the phone.

HAZARDS:

Incumbents may be exposed to contact with angry or dissatisfied individuals and sick or bleeding students.

Full-time Employees earn up:

• 12 paid vacation days per year
• 13 paid holidays
• 12 paid sick days per year with unlimited accumulation

The District offers two excellent medical plans, Blue Shield and Kaiser Permanente; two dental plans, Delta Dental and MetLife SafeGuard; and vision care through Vision Service Plan (VSP). Currently full-time employees (employees working 6 hours or more per day) pay 10% of the premium cost for these plans. All plans are available to the employee and their dependents. This coverage is available to employees working a minimum of 20 hours per week.