Office Manager/ Secretary to Principal K-8- Middle School

School District 27J; Brighton (CO); On-site; USD 29,000 - 41,000; Full time

Job summary

School District 27J is seeking an administrative/secretarial professional to support the Principal with office management, records maintenance, and financial recordkeeping. The role also serves as the public relations liaison with staff, students, parents, and the community.

Responsibilities include greeting visitors, handling communications, coordinating substitutes, managing attendance, and processing enrollment and deposits, while maintaining confidentiality and adhering to background checks.

Qualifications

• HS diploma or equivalent plus post secondary courses in office management, secretarial, word processing, computer, and bookkeeping.
• Strong oral and written communication, interpersonal, public relations, tact, customer service, diplomacy, problem solving, and PC skills.
• Professional image through business conduct and appearance.
• Knowledge of Google Sheets with formulas and Google Drive.
• Ability to work independently, exercise judgment, and handle multiple tasks and deadlines.
• Confidentiality in all aspects of the job.
• Operating knowledge of computers, office equipment, and phone system.
• Occasionally lift and/or move up to 25 pounds.
• First Aid and CPR certifications required within 2 months after hire.
• Bilingual English/Spanish helpful.
• Must pass Colorado and FBI background checks.

Responsibilities

• Greet visitors, students, and staff and provide materials and information. Direct visitors to designated locations. Answer phone, answer questions, and route calls.
• Oversee projects to ensure they are completed in a timely manner.
• Compose letters and other correspondence and distribute to appropriate parties. Prepare forms, reports, memos, bulletins, and newsletters.
• Dispense medications to students as needed. Treat injured students and notify parents as necessary.
• Maintain filing system for office and building.
• Supervise students in the office area.
• Maintain and reconcile school financial records and inventory. Order or obtain supplies, process orders, and prepare budget requests. Maintain activity funds, daycare program funds (at some schools), and petty cash. Prepare deposits.
• Maintain up to date records for budget and cross reference district systems.
• Maintain student attendance daily, prepare state attendance report, and prepare excessive absence letters to parents.
• Monitor certified staff absences through the automated substitute system to ensure coverage in all classrooms daily. Review the automated substitute system reports of teacher absences and days worked by substitute teachers prior to submitting to the payroll department. Note corrections when needed.
• Work to maintain a strong relationship with substitutes to get positions filled as needed.
• Monitor absences of classified employees and make arrangements for substitutes when needed. Review classified employees' time worked in the KRONOS system and edit when needed.
• Maintain and process student enrollment and withdrawals. Maintain all student records and orient new students and their parents. Forward students records to other schools when a student transfers.

Skills

Oral communication

Written communication

Interpersonal skills

Public relations

Tact

Customer service

Diplomacy

Problem solving

Personal computer skills

Education

High school diploma or equivalent + post secondary courses in office management, secretarial, word processing, computer, and bookkeeping

Tools

Google Sheets with formulas

Google Drive

Job description

DESCRIPTION: Collaborate with the Principal to provide administrative and secretarial activities in support of his/her interaction with staff, students, and the public. Also perform office management, records maintenance, and financial recordkeeping. Serve as the public relations liaison between the Principal/school and administrators, staff, students, parents, public, and community.

SALARY: Classified, Grade Q, starting at $25.52 per hour, depending on relevant experience. 10 hours per day, Tuesday through Friday on the 10-month work calendar, paid over 12 months. Position is eligible for benefits.

Duties And Responsibilities

• Greet visitors, students, and staff and provide materials and information. Direct visitors to designated locations. Answer phone, answer questions, and route calls.
• Oversee projects to ensure they are completed in a timely manner.
• Compose letters and other correspondence and distribute to appropriate parties. Prepare forms, reports, memos, bulletins, and newsletters.
• Dispense medications to students as needed. Treat injured students and notify parents as necessary.
• Maintain filing system for office and building.
• Supervise students in the office area.
• Maintain and reconcile school financial records and inventory. Order or obtain supplies, process orders, and prepare budget requests. Maintain activity funds, daycare program funds (at some schools), and petty cash. Prepare deposits.
• Maintain up to date records for budget and cross reference district systems.
• Maintain student attendance daily, prepare state attendance report, and prepare excessive absence letters to parents.
• Monitor certified staff absences through the automated substitute system to ensure coverage in all classrooms daily. Review the automated substitute system reports of teacher absences and days worked by substitute teachers prior to submitting to the payroll department. Note corrections when needed.
• Work to maintain a strong relationship with substitutes to get positions filled as needed.
• Monitor absences of classified employees and make arrangements for substitutes when needed. Review classified employees' time worked in the KRONOS system and edit when needed.
• Maintain and process student enrollment and withdrawals. Maintain all student records and orient new students and their parents. Forward students records to other schools when a student transfers.

Qualifications

• High school diploma or equivalent plus post secondary courses in office management, secretarial, word processing, computer, and bookkeeping skills.
• Strong oral and written communication, interpersonal, public relations, tact, customer service, diplomacy, problem solving, and personal computer skills.
• Ability to project a professional image through high standards of business conduct and appearance.
• Strong understanding of Google Sheets with formulas and Google Drive.
• Ability to work independently, exercise judgment, and handle multiple tasks and deadlines.
• Ability to maintain confidentiality in all aspects of the job.
• Operating knowledge of and experience with computers, general office equipment, and phone system.
• Must occasionally lift and/or move up to 25 pounds.
• First Aid and CPR certifications required within 2 months after hire.
• Bilingual skills (English/Spanish) helpful.
• Must be able to pass a Colorado and Federal Bureau of Investigation background check.

Experience

• Two to three years secretarial experience.
• Must maintain confidentiality in all aspects of the job.
• Ability to manage multiple priorities and tasks simultaneously.