Office Manager - Early Childhood Family Education

Minneapolis Public Schools; Minneapolis (MN); On-site; USD 79,000 - 99,000; Full time

Benefits offered by this job

Dental insurance

Health insurance

Vision insurance

Paid time off

HSA & FSA

Retirement plan

Job summary

Minneapolis Public Schools seeks an Office Manager for Early Childhood Family Education. You will supervise administrative and financial operations, oversee budgets and grant reporting, and provide excellent customer service to staff and clients in a busy educational department.

The role requires an Associate’s Degree in Business or Public Administration and at least 3 years of administrative experience. Proficiency with MS Office and strong communication skills are essential.

Qualifications

• Associate’s degree in business/public administration or related field.
• 3 years of administrative support experience.
• Knowledge of budgeting, accounting and records management.
• Strong customer service, written and verbal communication skills.

Responsibilities

• Plans, coordinates and supervises administrative and financial operations for the department.
• Supervises clerical staff and provides customer service.
• Oversees budgets, expenditures, grants, invoices, contracts and payroll.
• Maintains calendars, prepares agendas and meeting minutes.
• Manages projects and research studies; prepares reports and recommendations.

Skills

Office administration

Communication skills

Customer service

Budgeting

Education

Associate’s Degree in Business or Public Administration

Tools

MS Office (Word/Excel)

Job description

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Job Title:Office Manager - Early Childhood Family Education and Requisition ID number:105132

Close Date:No established closing date; open until filled

Organizational Unit:ECFE Support (10001151)

FTE:40 hours/week, 52 weeks; this is based on full-time equivalency with 1.0 being full time

Union:MAAS(43)

Functional Area:Administrative

Salary Range: $79,277-$99,006

Benefits

• Dental insurance
• Health insurance
• Vision insurance
• Paid time off
• HSA & FSA
• Retirement plan

SUMMARY

Under general supervision, plans, coordinates and supervises administrative and financial operations for an assigned department; supervises assigned clerical personnel, and provides customer services.

Responsibilities

• Manages administrative operations for assigned department; evaluates issues, identifies priorities, and develops solutions; works independently, and makes appropriate decisions based on experience; performs work within scope of authority and training; duties may vary according to job assignment.
• Provides information and assistance to staff and clients; answers questions and resolves issues within scope of authority, using knowledge of MPS and department policies and procedures; researches information requests, and responds independently to inquiries when appropriate.
• Manages and coordinates MPS administrative duties and department functions; oversees budget and expenditures; oversees grant programs and prepares grant reports; processes invoices, purchase requests, contracts, expense reimbursements, special requests, leave requests and payroll.
• Provides administrative assistance to work group; maintains calendars, schedules and coordinates meetings; and prepares agendas, meeting minutes, and technical documents.
• Manages and coordinates assigned projects and research studies; identifies and resolves problems. Supervises assigned administrative staff; monitors staff compliance with departmental policies.
• Assures that work group’s action items are properly processed, managed and resolved; prepares information necessary for administrative decisions and implementation of policies and decisions; interprets, communicates and applies MPS rules, procedures and policies.
• Compiles and analyzes data and prepares reports and recommendations.
• Composes correspondence, technical documents and other communications on a variety of subjects requiring knowledge of the operations of the work group; updates web sites and newsletters.
• Orders supplies and equipment; tracks maintenance and purchasing issues.
• Maintains file integrity and confidentiality by monitoring records and assuring compliance with MPS policies and procedures; verifies the accuracy of the electronic and paper filing systems

MINIMUM QUALIFICATIONS

Associate’s Degree in Business or Public Administration, or related field

AND

3years of administrative support experience or an equivalent combination of education, training and experience as determined by Human Resources.

Knowledge of

• Applicable state and Federal rules and regulations governing public education.
• MPS administration policies, including accounting, budgeting, and personnel rules.
• Professional standards for business correspondence, writing, spelling and grammar.
• Business and personal computers, including spreadsheet, word processing, and database software applications.
• Customer service standards and protocols.
• Principles of record keeping, records retention, records management, and file maintenance.
• Local community resources and regional community issues.

Skill in

• Analyzing administrative issues, interpreting laws and regulations, and recommending solutions.
• Researching, compiling, summarizing, preparing and maintaining informational and statistical data.
• Using initiative and independent judgment within established procedural guidelines.
• Planning, prioritizing and completing assignments with minimum supervision.
• Researching, collecting, analyzing, and preparing data; and generating reports.
• Answering questions, advising staff, and resolving problems.
• Responding professionally, effectively and efficiently to customer service requests.
• Establishing and maintaining effective working relationships with co-workers and clients.
• Operating a personal computer utilizing specialized software, and entering information into a computer system with speed and accuracy.
• Communicating effectively verbally and in writing.

LICENSE AND CERTIFICATION REQUIREMENTS

A valid Minnesota State Driver’s License may be required.

PHYSICAL DEMANDS AND WORKING ENVIRONMENT

Work is performed in a standard office environment which requires occasionally lifting such articles as file boxes or heavier materials with help from others and/or lifting and carrying light objects frequently. A job in this category may require walking or standing to a significant degree or may involve sitting most of the time with long periods of computer work and heavy phone usage.

MAAS Grade: 59 Exempt

Final candidates may be invited to interview with a committee. Final appointment to this position will be contingent upon passing a criminal background check.

COMMITMENT TO DIVERSITY

Diversity is one of Minneapolis Public Schools core values and is essential to our goal of putting children first and making them college-ready. Diversity of our workforce provides us with a competitive advantage and allows us to better understand, communicate with and educate our diverse student body. Minneapolis Public Schools will not deny anyone the opportunity for training or employment because of race, color, creed, religion, national origin, gender or gender identity, marital status, status with regard to public assistance, disability, sexual orientation, age, family care leave status, or veteran status.

Minneapolis Public Schools strongly encourages diverse candidates to apply.