Office Manager

Office Manager

Posted June 15, 2012

Deadline for application: June 22, 2012

Contract length: 220 days

Compensation: $12.78 per hour; plus benefits

Work Schedule: M-F

Nature and Scope of Job: Performs a variety of secretarial, accounting and administrative tasks in support of a school principal.  Employee has considerable independence of action in the disposition of routine work matters, in receiving complaints, giving information and public relations work.  Supervisor makes an occasional review of work methods or results and gives general instructions on assignments.  Supervision may be exercised over other office employees.

Education, Licenses, Certification or Formal Training:

·         High school diploma or GED equivalent and completion of one year of college or business school with classes involving computer training and accounting/bookkeeping.

·         First Aid or CPR training is helpful.

·         Or any other combination of related education, experience, and training.

Qualifications: Ability to maintain current e-mail systems including daily receiving and sending of messages.  Ability to perform routine administrative details without direction from supervisor. Ability to efficiently perform duties with constant interruptions.  Ability to maintain effective working relationships with staff, students, parents and community.  Proficient in Windows, Word, Excel, Publisher, Pinnacle, Internet abilities  Microsoft Word or Microsoft Excel, E-mail, and PowerPoint, Infinite Campus, Subfinder, Adobe Acrobat, Calendar Program, as well as other job-appropriate software applications.  Excellent knowledge of bookkeeping and accounting procedures/practices.  Flexibility and excellent public relations skills are of utmost importance.  Must have a broad knowledge of the location of ‘everything’ and a history of equipment, families, staff and the staff at the ESB.  Excellent multi-tasking and record keeping abilities.  Proficient in the operation of office equipment.  Proficient in business English, spelling and office procedures.  Ability to perform work with high degree of accuracy.  Ability to maintain confidentiality.  Ability to perform all functions of the position.  Bilingual skills helpful (English/Spanish).

Essential Job Functions:

·         Responsible for entering all leave requests (adds, changes, deletions) into both Infinite Visions and Subfinder system and making sure staff members have proper forms (i.e. payment vouchers, leave requests, field trip requests, requisitions, print shop requests).  Responsible for seeing that both systems agree for Time and Attendance. 

·         Monitors daily absences, maintains list of current substitutes and may need to help coordinate coverage for unfilled positions.

·         Responsible for accurate record keeping of all school accounts including personnel and payroll records.  Prepares monthly time and attendance reports, maintains list of substitutes, and distributes paychecks.

·         Responsible for entering, monitoring and closing purchase orders.  May include ordering warehouse orders.  Prepares restricted checks, payment vouchers, distributes paychecks, and makes deposits, collect preschool tuition.

·         Assists in preparation of school budget and maintains school budget by analyzing monthly reports and doing budget/revenue/expenditure transfers as needed.  Handles student fund account.

·         Ensures that appropriate paperwork is completed for outside vendors, (i.e. contracts, W-9).  Maintains relationship with vendors who come into the school.

·         Composes newsletters, correspondence and inter-school memos.  Maintains calendar of school activities.  Copy and distribute items as needed.  Uses email to maintain communication between staff/ESB/parents.

·         Aids in development of staff and student handbook.

·         Make sure staff members have proper forms available (i.e. leave requests, purchase orders, field trips, print shop, discipline, phone lists, ESB directory).

·         Assist in developing staff schedule, including duty schedule.  May be assigned to before/after school or lunch duty or be a substitute for absent duty people.

·         Schedules appointments for principal. Responsible for Principal calendar, along with building use calendar and building events for staff, classrooms and a family calendar.

·         Develop data templates, compiles and enters data for a variety of reports.  Develops charts and graphs as needed.

·         Maintains student data base, including enrolling and withdrawing students.  Processes CUM folders during the year.  Maintains accurate class lists and distributes those lists to staff as needed.

·         Collects and analyzes data for October count.  Maintains Open Enrollment packets together, managing enrollment process, answers parent questions.

·         Assists in developing Kindergarten Roundup.  Includes putting enrollment packets together, managing enrollment process, answers parent questions.

·         Generates reports from and maintains student data on Infinite Visions.

·         Assists in class placement of students at end of year.

·         Serves as receptionist.  Screens and routes incoming calls to appropriate individual or responds to questions from students, parents, and staff and community members.

·         Operates personal computer and standard office equipment.  May train new personnel in the operation of equipment and /or computer software.

·         Provides guidance, training, and supervision to office staff/teacher candidates/student workers.  Assists/completes performance reviews for direct reports.

·         Act as the backup to the Health Clerk.

·         Composes routine correspondence by typing reports, letters, tabulations and other materials from copies, rough draft, and e-mails.

·         Prepares ePARS for new employees and changes in FTE, job changes, etc. 

·         Sets up job interviews and on occasion assists with interview.  Posts classified and certified job openings.

·         Maintains positive relationship with substitutes.  Contacts subs to prearrange.  Assists subs to find assignments/lesson plans, helpful suggestions.

·         Screens and routes incoming calls to appropriate individual or responds to questions and complaints within scope of authority.  Takes messages and responds to questions from students, parents, and staff and community members.  Schedules appointments for supervisor.

·         Reconcile P-card statements online and prepare reports with receipts.

·         Maintains school supply inventory.  Orders supplies and prepares purchase orders.

·         Enters students in Infinite Visions into classes at the beginning of the year. Responsible for emergency contact changes – update cards, nurse and counselor. 

·         Provides guidance, training, and supervision to office staff/student workers.  Assists/completes performance reviews for direct reports.

·         Responsible for requesting invoices from vendors and following up on invoices.  This includes verbal and written communications to insure proper invoices are received.

·         Assist the clinic when Health Clerk/Nurse is absent.

·         Responsible for contracts.

·         Direct contact with fundraising and book fairs – meetings with coordinators, ordering product, counting and depositing monies.

·         Field Trips – ordering bus, communication with clinic and kitchen.

·         Communication with staff – weekly e-mail calendar information.  Sets up daily check-in book, duty schedule, and monthly calendar of events.

·         Coordinates picture day schedule, health screening schedules and volunteers.

·         Responsible to distribute building keys and keep a key record.

·         Responsible for ePARS, FTE, inventories, fire drills.

·         Duties may vary significantly depending upon school served.

·         May coordinate interviews and work assignments for staff.

·         Performs other duties as assigned.

·         Catering arrangements set up and serve food for staff meetings, conferences and awards ceremonies.

·         Completion and routing of ePARS.

·         Training entire staff on financial and internal control procedures, monitoring their use and keeping everyone informed as policies change.

·         Broad knowledge of district policies and procedures.

·         Training entire staff to use the sub and leave system and including composing training materials and keeping everyone informed as changes occur.

·         Aids in general day to day operation of the schools in numerous ways as needed.

·         Expenditure of office budget to assure office staff has their supplies and equipment needed to properly perform their duties.

·         Petty cash maintenance.

·         Purchasing card distribution and reconciliations.

·         Staff school key check out and system maintenance.

·         Help organize and collect funds for school fundraisers.

·         Student class fee collection and record keeping.

·         Maintains building use calendar.

·         Keeps fire drill records and helping conduct fire drills.

·         Makes service calls for copiers, vending machines, etc.

·         Provides or assists in orientation and support for new staff members.

·         Completes appropriate paperwork for class coverage payments for certified staff.

·         Help set up school store and sell items such as PE clothes, and small inventory of school promotional items.

Equal Employment Opportunity

Weld County School District 6 shall not discriminate in its employment or hiring practices on the basis of race, ethnicity, religion, sex, sexual orientation, age, marital status or disability. The Superintendent is committed to cultural diversity among district personnel as a means of enriching educational experience. The District shall identify, solicit, and consider applicants for employment from a broad spectrum of qualified individuals who will contribute to that effort.

Apply online www.greeleyschools.org