School Office Manager - Mountain Vista Elementary School

Cherry Creek School District; Aurora (IL); On-site; USD 40,000 - 55,000; Full time

Job summary

A leading educational institution is seeking a School Office Manager to ensure efficient office operations. The role involves providing administrative support to the Principal, managing staff, and overseeing various office functions. Ideal candidates will have strong organizational and communication skills, along with experience in administrative support. This position is crucial for maintaining a smooth workflow within the school environment.

Qualifications

• Three years of administrative support experience required.
• Intermediate knowledge of office application software.
• Ability to work independently and collaboratively.

Responsibilities

• Provide administrative support to school staff and Principal.
• Manage and oversee personnel substitutes and maintain budgets.
• Monitor safety procedures and assist in crisis situations.

Skills

Communication

Organizational Skills

Interpersonal Skills

Education

High School Equivalency diploma

Tools

Microsoft Office

Job description

School Office Manager - Mountain Vista Elementary School

3 days ago Be among the first 25 applicants

Get AI-powered advice on this job and more exclusive features.

Job Title: School Office Manager

FLSA Exemption Status: Non-Exempt

Classification Group: Educational Office Professionals

Supervising Position: School Principal

Pay Plan: Educational Support Personnel

Pay Range: Range 10

Last Updated: 7/16/2024

Job Summary

Perform administrative office functions to ensure the smooth and efficient operation of the school administrative office. Provide administrative assistance to the Principal, administrators, and school staff. Relieve a principal of many administrative details. Must have sufficient knowledge of the organization’s structure, policies, and personnel to make administrative decisions, exercising independent judgment and discretion. Act as liaison of the school as directed. Direct and review work of administrative staff as appropriate. May frequently take independent action. Work on assignments that are complex in nature where considerable judgment, analysis, and initiative are required in resolving problems and making recommendations.

Essential Duties and Responsibilities

The subsequent duties outline the fundamental operations of the position and exemplify the nature of the tasks carried out. They do not encompass a comprehensive inventory of the obligations and responsibilities fulfilled in this role. The approximation of frequencies and time allocation percentages are flexible and subject to the requirements of the organization. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Provide administrative support to the Principal, administrators, and school staff by updating electronically shared meeting documents, newsletters, and handbooks; scheduling and coordinating appointments, meetings, and facilities which may include major events and/or travel and lodging arrangements; maintaining and updating the master calendar for the school year; coordinating building use; creating and maintaining filing systems; distributing mail; issuing and tracking building keys; and updating the school’s website, marquee, and Blackboard Connect. Publish weekly calendar and information bulletin for building staff.
• Greet, welcome, and assist all staff, students, parents/guardians, community members, callers, and visitors to the school. Answer phones, provide information, take and deliver messages, and direct callers to the appropriate individual. Assist visitors, answer inquiries, provide information, and direct to appropriate school areas. Diffuse conflicts and/or difficult situations as needed in the school office.
• Monitor students sent to the school office for disciplinary reasons, brain breaks, testing opt-out, etc.
• Draft and prepare letters, memorandums, reports, labels, forms, special projects, presentations, and related materials that may be highly confidential. Proof material for errors. Record and distribute minutes of meetings. Research and collect data, compile statistics, and prepare regularly scheduled or special reports.
• Manage and oversee arrangement for personnel substitutes, including the use of the automated substitute system, report verification, and training on system use.
• Monitor building cameras, visitors, and safety procedures including evacuation drills and crisis situations such as building evacuations, lockdowns, emergency situations. May act as a liaison for 911/emergency calls and initiate crisis procedures in the administrator’s absence with direction from appropriate officials. Support and assist the school’s clinic on an emergency basis or when necessary. Assist with general student management in the hallways when needed.
• Supervise maintenance of facility and equipment. May also serve as liaison with Information Systems for equipment problems.
• Train, direct, supervise, and evaluate support personnel to meet performance standards; assist in the evaluation process. Set up, maintain, and monitor building personnel files and related paperwork (e.g., hire/separation forms, requisitions, change of status forms, payroll, evaluations, distribution of district forms, etc.). Manage workflow process of all personnel hires and separations in the ERP system.
• Assist in school budget management by developing, maintaining, and monitoring budgets and reporting variances to supervisors.
• Perform other duties as assigned or requested.

Reporting Relationships

This job has supervisory responsibilities including interviewing, hiring, directing work, assigning work, supervising, training, evaluating, disciplining, and terminating. Direct reports include:

• School Office Assistant

Minimum Qualifications

• Criminal background check and fingerprinting required
• High School Equivalency (HSE) diploma
• Three (3) years of administrative support experience in areas such as clerical, human resources, budget, payroll, or operations
• Intermediate knowledge of office application software and Microsoft Office
• Advanced knowledge of office equipment (telephones, copiers, email)
• Intermediate verbal and written communication skills
• Intermediate organizational skills
• Advanced interpersonal skills
• Ability to work independently and collaboratively
• Ability to produce routine reports and interpret documents
• Ability to stay current with technical and system updates
• Effective communication with diverse populations and commitment to cultural diversity
• Understanding of data privacy, security, and safety policies

Physical Requirements and Working Conditions

• Light work (lifting up to 25 pounds)
• Primarily indoor work with moderate noise levels
• Frequent bending, reaching, occasional lifting, standing, walking
• Manual dexterity, visual concentration, eye/hand coordination
• Speaking and hearing abilities, concentration in reading/writing/mathematics

Desired Qualifications

• Experience in the public sector and with diverse backgrounds
• Racially conscious and culturally competent
• Post-secondary education or training
• Experience in educational settings