8 Hour Office Manager I - Rosland Elementary School - Regular

Bend-La Pine Schools; La Pine (OR); On-site; USD 42,000 - 63,000; Full time

Job summary

Bend-La Pine Schools in Bend, Oregon seeks an Office Manager I for a small school. Under minimal supervision, you will assist the principal with daily operations, manage communications, scheduling, and basic bookkeeping, and serve as primary contact for students, parents, and staff.

You will prepare budgets, maintain school records, supervise office staff, coordinate volunteers, and ensure compliance with district policies.

Qualifications

• High school diploma or equivalent.
• Two years of advanced education/experience in the job requirements.
• Experience with basic accounting/bookkeeping and district procedures is preferred.

Responsibilities

• Schedule and distribute workload among office staff.
• Assist principal with annual budgets and coding of expenditures.
• Maintain payroll/leave information and school records.
• Order and manage supplies; handle correspondence and calendar management.
• Supervise other office staff and coordinate volunteers and substitutes.
• Provide information to students, parents, and staff via newsletters, e-mail and announcements.
• Assist with reports, letters, and communications from oral comments or rough drafts.
• Ensure compliance with district policies and immunization laws.

Skills

Public relations

Oral & written communication

Basic bookkeeping

Office software

Customer service

Multitasking

Team supervision

Education

High school diploma or equivalent

Two years of advanced education/experience

Tools

Microsoft Excel

Office software systems

Job description

Bend, Oregon 97703 Bend-La Pine Schools is committed to the principle of equity. Equity supersedes the notion of equality, where all are treated the same. Pursuing equity requires the removal of barriers and the promotion of inclusive practices so that all students fully benefit. The principle of equity will inform all BLS policies, regulations, programs, operations, practices, and resource allocations.

Brief Description

Bend-La Pine Schools is committed to the principle of equity. Equity supersedes the notion of equality, where all are treated the same. Pursuing equity requires the removal of barriers and the promotion of inclusive practices so that all students fully benefit. The principle of equity will inform all BLS policies, regulations, programs, operations, practices, and resource allocations. Studies have shown that some individuals (women and people of color, for example) are less likely to apply for jobs unless they believe they meet every single qualification in a job description. Our goal is to find the best candidate for the position, and we acknowledge that that candidate may be an individual from a less traditional background. We encourage you to apply, even if you don't believe you meet every one of our qualifications described. If you are unsure whether you meet the qualifications of a position, or how this would be determined, please feel free to contact Human Resources to discuss your application.

Position Title: Office Manager I – Small School (fewer than 400 students)

Department

Reports To: Site Administrator

Job Definition

Under minimal supervision, the School Office Manager I assists the principal of a small elementary or secondary school in the management of daily operations by providing administrative and organizational services. The scope of the responsibilities for the School Office Manager I varies with the size and level of the school (elementary or secondary). The majority of this employee's time is spent in contact with people which requires public and human relations skills, flexibility of nature, and effective oral and written communication skills. The School Office Manager I must use current office equipment which includes computers, copy machines, and automated telephone/intercom systems; basic bookkeeping and accounting skills are also required. The School Office Manager I serves as the primary contact person for students, parents, district staff, and community members. This position requires the use of independent judgment in the absence of the administrator to deal with a variety of unanticipated problems and concerns. The School Office Manager I works under the supervision of the site administrator. This job description may not include all assigned duties. This job description may not include all assigned duties. This position is represented by the Oregon School Employees Association (OSEA). Bend-La Pine Schools provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.

Essential Job Functions

• Assures office management and support services are provided by scheduling and distributing the workload among all available office staff.
• Assists principal with preparing annual budgets and ensuring that expenditures are coded to the proper budget code or grants throughout the school year.
• Contributes to the positive atmosphere of the school by maintaining excellent rapport with students, parents, and staff.
• Coordinates and trains student assistants, parent volunteers, and substitutes.
• Maintains payroll/leave information as well as numerous other office records.
• Orders, receives, distributes, and maintains school and office supplies.
• Maintains school accounting record, including, but not limited to, preparing purchase orders and receiving orders, depositing and recording cash receipts in a timely manner, enforcing student body accounting guidelines, preparing the bank reconciliation, and reconciling petty cash.
• Assures personal, confidential administrative support services to the principal and other administrative staff by composing, typing, and distributing correspondence, maintaining a calendar and schedule of events, processing staff evaluations, and maintaining files.
• Assists building administrators with reports, composing letters, memoranda, and other materials from oral comments, straight copy, or rough draft. May include staff and family communications, knowledge of social media, maintaining school web site, and general knowledge of school acronyms.
• Assures positive efficient services are provided to the community by initiating and answering telephone calls or emails, providing school information and building tours, enrolling new students, and checking for proper compliance with district policies and laws governing immunizations.
• Provides communication to students, parents and staff through the use of newsletters, e‑mail, bulletin boards, automated phone systems, and daily announcements,
• Assures that all student records and files are correct, updated, and copied for forwarding to requesting schools and assures that confidential nature of all student records is maintained.
• In the absence of a school nurse, supervises the health room. Duties could include: administer first aid, dispense medications, compile required reports, and follow communication protocols with families, staff, and district risk management personnel. Must be confident in following district protocols during emergency/pandemic situations.
• Provides reports from student management system for use by administrators/supervisors.
• Serves as information liaison between the supervisor, other administrators, teachers, district office personnel, and the general public.
• Point person for site facility keys, district badges, and facility/maintenance requests. Maintains monthly safety records to ensure drills are completed in a timely manner. Participates on site safety committee.
• Sorts, processes, and determines the routing of mail. Ensures documentation for incident reporting. Provides follow up communication with families, staff, and district risk management personnel.
• Supervises other office support staff.
• Answers questions and provides information which requires a thorough knowledge of the district.
• Fulfills other related duties as assigned
• Fulfills performance standards identified in the evaluation process as required by the position.
• Fulfills working conditions and physical effort listed below.

Working Conditions

Work is performed primarily in an office or administrative setting. The position involves prolonged sitting, frequent computer and keyboard use, occasional standing or walking, and lifting items such as files or office supplies consistent with assigned duties. The employee may be exposed to moderate noise levels and frequent interruptions while interacting with staff, students, families, and community members. Work follows assigned business hours and may include occasional deadlines requiring flexibility. The employee may have periodic interaction with students and may be required to provide supervision support during school operations or activities, working in environments with moderate to high noise levels. The role requires multitasking, organization, attention to detail, and effective verbal and written communication. The employee must be able to perform the essential functions of the position with or without reasonable accommodation.

Knowledge, Skills, And Abilities

• Understanding of basic accounting principles, including purchasing and receiving cycles, account coding, bank reconciliation preparation, and petty cash maintenance and reconciliation.
• Current office practices, procedures, communication and equipment.
• Rules, regulations, procedures, functions and policies of the district.
• Office management principles.
• Methods of supervision.
• Filing and record keeping systems.
• Student behavior and methods to assure proper conduct.
• Safety practices.
• Thorough understanding of the area change request process and inter-district transfer process in order to help families navigate the required application process.
• General knowledge of all clerical positions, roles, and functions; able to fill in as needed.
• Organize and complete complicated clerical tasks.
• Ability to read and interpret various accounting reports, including budget reports and student body transactional codes.
• Ability to periodically analyze accounts to ensure that school and student body expenditures have been posted properly.
• Perform clerical work involving self-initiative and the use of independent judgment.
• Obtain or possess a valid Oregon driver's license and maintain an insurable status for automobile and liability coverage, as required by the position.
• Abide by confidentiality requirements.
• Adhere to the district requirements for a drug‑free workplace.
• Hold a valid first aid card.
• Ability to learn to deal with bodily fluids.
• Communicate clearly and appropriately in speech and in writing in accordance with educational standards.
• Must be able to use district‑related software systems, internet, and e‑mail systems. The ability to design and use spreadsheets/databases is a plus.
• Possess the physical ability to regularly attend work and fulfill the essential functions of the position, with or without reasonable accommodation.

Education And Experience

High school diploma or equivalent and more than two years of advanced education/experience in the specific job requirements. The position requires the application of general principles or techniques and training not normally received in a high school. The position requires working knowledge of technical procedures or work activity areas and ability to teach them to others. Knowledge of work—related school district policies and practices is necessary. Job proficiency can be acquired in twelve to twenty‑four months.

Expectations of Professional Conduct

Employees of Bend-La Pine Schools are expected to adhere to all Bend-La Pine Schools policies and regulations, ensuring compliance with established procedures and expectations. They are to prioritize the well‑being of students, aligning their conduct with the core values of public education and the mission, vision, and goals of Bend-La Pine Schools. This entails maintaining consistent and punctual attendance while adhering to site and/or district protocols for reporting absences.

Professionalism extends to personal presentation, with employees expected to maintain attire and grooming appropriate to their roles. While carrying out everyday tasks independently, it is essential to maintain professionalism in how one communicates, both verbally and nonverbally, with students, parents/guardians, the public, and colleagues. This includes valuing and respecting cultural and background differences. Employees of Bend-La Pine Schools are entrusted with fostering a respectful working and learning environment, upholding confidentiality regarding student, staff, and district information at all times.

The statements herein reflect the general nature and level of work expected in this position and are not intended to be an exhaustive list of all responsibilities, duties, or qualifications. Employees may be assigned additional duties as needed to support district operations, provide coverage, and ensure the effective functioning of the organization. This may include location changes to the assignment in order to address developing district needs.

Summary

This position’s pay is annualized to include summer months.

This position is currently represented by the Oregon School Employees Association, Chapter No. 6