Elementary Office Manager II

Sylvania; Santa Barbara (CA); On-site; USD 55,000 - 75,000; Full time

Job summary

Santa Barbara Unified School District seeks an Elementary School Office Manager II to perform a broad range of clerical and administrative tasks under the principal’s direction at Roosevelt Elementary. The role supports students, parents, and staff with enrollment, attendance, budgeting, and communications.

Qualifications include high school diploma or equivalent, two years of college coursework in Accounting/Business, and several years of office experience.

Qualifications

• High school diploma or equivalent; two years college coursework in Accounting/Business or related field.
• Three years of increasingly responsible administrative or accounting experience in an office environment, preferably in the public sector.

Responsibilities

• Coordinate office activities and school events to support the principal in operations.
• Maintain school calendar and schedule appointments, events, or staff meetings.
• Register, enroll or transfer students; manage enrollment records and demographic data.
• Enter enrollment/attendance data in student information system; reconcile attendance reports.
• Issue keys and equipment; manage inventory and records.
• Arrange substitute teachers using online systems and manage work orders for maintenance.

Skills

Office administration

Record keeping

Communication skills

Bilingual Spanish

Customer service

Education

High school diploma or equivalent

Two years college-level coursework in Accounting/Business or related field

Tools

MS Office

Google Workspace

Student information systems (Aeries/PowerSchool)

Aesop substitute calling system

Job description

Title: Elementary School Office Manager II

Salary Schedule Range: 40a

Hours per day: 8

Months per year: 12

Purpose of Position: To perform a broad array of skilled clerical, secretarial and administrative tasks under the direction of a principal, and to assist the principal in providing a variety of services to students, parents and staff.

Employment Status: Full-time (FLSA Non-exempt)

Reporting: Reports to an elementary school principal of a school with enrollment of 326 or more students.

Location: Roosevelt Elementary

Essential Functions:

Coordinate a variety of office activities and school events to assist the principal in the efficient operation of the school.

Maintain school calendar; schedule appointments, special events or staff meetings as needed.

Register, release or transfer students as required; complete enrollment information and maintain related records or rosters of demographic and residence information.

Compile or maintain the initial language level of students; update such records as needed throughout the school year.

Enter student enrollment or attendance data in a student information system; reconcile and adjust attendance reports and submit to the District office as directed; contact parents or guardians to report and verify excused and unexcused absences; track and report excessive absences or tardies.

Issue keys and other equipment or material as needed; maintain records and inventory documents.

Arrange for substitute teachers to cover teacher absences using an on-line automated program such as Aesop.

Enter work orders for maintenance or repair needs.

Track and report staff attendance.

Compile, review, amend or correct various reports related to CBED data, CELDT testing and/or AVID classification; custody and guardianship, and National School Lunch Program eligibility.

Assist principal with development and administration of school budget; solicit quotations from vendors or suppliers and create requisitions for goods, services, supplies and materials; request budget transfers as required; enter requests for personnel, including hourly employees or others performing special assignments.

Assist with annual procurement of textbooks and other instructional materials.

Distribute supplies and materials to staff; ensure that adequate quantities are available.

Operate a variety of contemporary office equipment.

Use a computer and various proprietary or mass market software applications, including MS Office and Google Suite.

Provide administrative support to the principal, including composing routine correspondence and general communications, bulletins, newsletters and notices.

Provide basic first aid to ill and injured students in the absence of a school health assistant.

Prepare and accurately maintain files, records, reports or other documents.

Assist with transportation requirements, both daily and special.

Maintain punctual and consistent attendance.

Other Functions:

Perform related duties as assigned.

Working Conditions & Physical Demands:

Inside work with no exposure to weather conditions.

Hearing and speaking to exchange information in person or on the telephone; seeing to read a variety of documents; dexterity of hands and fingers to operate office equipment; sitting for extended periods of time; bending or stooping, reaching overhead to store or retrieve materials, and walking.

Knowledge, Skills and Abilities:

Knowledge of contemporary office practices and procedures, preferably in a public employment environment or K12 public school district.

Knowledge of financial systems such as Escape, Tyler-MUNIS, QSS, PeopleSoft, etc., as well as proprietary or mass market software applications like MS Office or Google Docs.

Knowledge of student information systems such as Aeries, Illuminate or Power School; automated substitute calling systems such as Aesop.

Knowledge of record keeping, filing, electronic document filing and retrieval.

Ability to exercise independent initiative and sound judgment.

Ability to operate a computer and a variety of contemporary office equipment.

Ability to develop and maintain productive working relationships with school site staff, parents or guardians and District staff.

Ability to use proper telephone and e-mail etiquette.

Ability to use correct English usage, grammar, spelling, punctuation and business vocabulary.

Ability to process a high-volume of work with accuracy.

Ability to understand and follow verbal and written directions.

Ability to meet schedules and timelines.

Ability to work collaboratively with others; work with discretion and confidentiality.

Education, Training and Experience:

Any combination equivalent to graduation from high school and two (2) years college-level course work in Accounting, Business or related field, and three (3) years of increasingly responsible administrative or accounting experience in an office environment, preferably in the public sector.

Additional Requirements:

Successful passage of written or performance assessment.

Valid First Aid certificate.

Bilingual Spanish fluency preferred.

*This position is eligible for Language Services premium pay

The Santa Barbara Unified School District prohibits discrimination, harassment, intimidation, and bullying based on actual or perceived race or ethnicity, color, ancestry, national origin, nationality, immigration status, religion, sex, sexual orientation, gender, gender identity, gender expression, or disability, affiliation with Scouting America or other designated youth groups, association with a person or group having one or more of these characteristics, or any other basis protected by law, in its educational programs, activities, and employment. Direct questions or complaints to Student & Family Services, 720 Santa Barbara Street, Santa Barbara, CA 93101; [phone], ext. 6278 or 6208 (English and Spanish); [e-mail].

Title IX Coordinator — the principal at each school site serves as that site's Title IX Coordinator; Title II/ADA Coordinator/Section 504 Coordinator — Student & Family Services, 720 Santa Barbara Street, Santa Barbara, CA 93101, [phone] ext. 6278 or 6208,