Office Manager-Elementary - Pos# 1231 - Hogan Middle School (INTERNAL ONLY)

Vallejo City Unified School District; Vallejo (CA); On-site; USD 55,000 - 75,000; Full time

Job summary

Vallejo City Unified School District in Vallejo, CA, seeks an experienced School Office Manager - Elementary to support the Principal, manage daily office operations, coordinate calendars, events and communications, and supervise office staff across several elementary schools during the academic year.

The ideal candidate will have a high school diploma and increasingly responsible clerical experience with frequent public contact, strong English, and proficient use of standard office software;

Qualifications

• High School Diploma required or equivalent.
• Experience performing clerical duties and handling public contacts.
• Ability to coordinate multiple tasks and maintain confidentiality.

Responsibilities

• Coordinate the principal's calendar and office activities.
• Supervise office staff and provide training as needed.
• Maintain attendance records and student data.
• Manage communications with students, families, and staff.
• Prepare budget and payroll materials.
• Assist in enrollment processing.

Skills

Public relations

Clerical skills

Communication

Office management

Education

High School Diploma

Experience with public schools

Tools

Calculator

Copiers

Computer

Payroll familiarity

Job description

VALLEJO CITY UNIFIED SCHOOL DISTRICT

Human Resources

665 Walnut Avenue, Vallejo, CA 94592

JOB DESCRIPTION

SCHOOL OFFICE MANAGER - ELEMENTARY

Title: School Office Manager (Elementary) Reports To: Principal

Department: Academic Achievement & Accountability (AAA) Work Year: 218 Days per Year

Classification: Classified Salary: See Classified (CSEA) Salary Schedule

Date Approved: January 2007

DESCRIPTION OF POSITION:

Under the general direction of the Principal, performs a wide variety of clerical and secretarial duties to assist the Principal with routine administrative tasks. Performs public relations and communications services for the Principal. Provides administrative and clerical support for a complex operation involving several distinctive schools within the school year.

REPRESENTATIVE DUTIES:

• Coordinate office activities and communications with school activities, events and time lines; maintain the principal's calendar; schedule appointments and arrange meetings and conferences; screen visitors and phone calls; make travel arrangements; receive mail, prioritize and distribute. El
• Provide administrative and clerical support for a complex operation involving several distinctive schools within the school year. E
• Lead the activities of the office staff providing training, indirect supervision, technical leadership and direction as necessary; assure compliance with established procedures; assist in setting work priorities and provide input to performance evaluations. E
• Provide information to students, staff and the public concerning school policies, procedures, actions, activities and schedules as appropriate; maintain school calendar and coordinate school events as requested. E
• Collect, compile, organize and record a variety of data related to attendance, enrollment, personnel, payroll, equipment inventory and student activities; prepare and maintain related records, files and logs. E
• Collect and account for monies collected in conjunction with school activities; secure monies and process according to established procedures. E
• Enroll, register and schedule new students; complete enrollment information and enter into computer; complete records for the release or transfer of students. E
• Operate a variety of office equipment including typewriter, calculator, copies, computer and communications equipment and other school office equipment. E
• Assist in orienting new teachers and coordinating substitute personnel; provide keys and instructional materials and maintain related records. E
• Supervise preparation of daily and monthly attendance reports for staff; check out keys. E
• Maintain accurate and current student emergency release information and oversee the release of students to authorized parent/guardian or approved individual. E
• Prepare a variety of budget and financial materials, correspondence reports and statistical information; assist other with payroll and personnel matters as appropriate. E
• Determine needs of children entering the Nurse's office with injuries or illness when a nurse or health assistant is not present, and administer first aid as necessary.
• Requisition, receive, store and distribute supplies and office materials; maintain materials and equipment inventory as assigned. E
• Serve on school and District committees as assigned. E
• Serve as a receptionist for the school office. E
• Provide clerical assistance to faculty and staff as needed. EPerform related duties as assigned.

EDUCATION AND CREDENTIALS:

• High School Diploma
• Increasingly responsible clerical experience involving frequent contact with the public

KNOWLEDGE SKILLS AND ABILITIES:

KNOWLEDGE OF:

• School office terminology, practices and procedures; modern office practices, procedures and equipment.
• Financial and statistical record-keeping techniques.
• District and school health and safety procedures.
• Correct written English usage, grammar, spelling, punctuation and vocabulary.
• Oral and written communication skills.
• District organization, operations, policies and objectives.
• Basic first aid techniques.
• Operation of standard office machines including computer equipment.
• Appropriate letter and report writing skills and techniques.

ABILITY TO:

• Perform a wide variety of clerical and secretarial duties to coordinate school office activities and assist the Principal in a variety of tasks.
• Make decisions related to procedural matters according to established guidelines.
• Add, subtract, multiply and divide quickly and accurately.
• Understand and follow oral and written directions.
• Compose routine correspondence independently.
• Type at 45 words net per minute from clear copy.
• Work independently with little direction.
• Work cooperatively with others.
• Follow and explain applicable District and School rules, regulations, policies and procedures.
• Operate a variety of office machines including typewriter, computer terminal, calculator and copiers.Meet schedules and timelines.
• Plan and organize work.
• Train and provide work direction to other office employees.
• Compile and maintain accurate records and prepare reports.
• Maintain discretion and respect privacy of others.
• Communicate effectively both orally and in writing.
• Follow prescribed telephone techniques and etiquettes.
• Ability to learn and become proficient in the use of computers and District prescribed software.

LICENSES AND OTHER REQUIREMENTS:

• First Aid Certificate

WORKING CONDITIONS:

ENVIRONMENT: Active and noisy office environment; frequent interruptions

PHYSICAL REQUIRMENTS:

Frequency Key; None (1) Occasional - up to 25% of shift (2);Intermittently - up to 50% of shift (3); Frequently - up to 75% of shift (4)

Activity Frequency

Bend 2

Lift/carry 0-10 lbs 2

Twist 2

Lift/carry 11-25 lbs 2

Squat 2

Lift/carry 26-40 lbs 1

Kneel 2

Lift/carry 41-100 lbs 1

Climb 1

Stand 3

Reach above shoulder 2

Walk 3

Grip/Grasp 4

Sit 4

Extend/Flex Neck 3

Drive 1

Use Right Hand 4

Perform Repetitive Hand Motions 3

Use Left Hand 4

Keyboarding/Mouse Work 4

Ability to See 4

Ability to Hear 4

The VALLEJO CITY UNIFIED SCHOOL DISTRICT IS AN EQUAL OPPORTUNITY EMPLOYER and in compliance with federal and state laws, does not discriminate in any employment practice on the basis of age, ancestry, color, marital status, medical condition, national origin, political or union affiliation, physical or mental disability, race, religion, sexual orientation or sex. The District is compliant with ADA requirements.