School Office Manager, Elementary School @ Valle Verde Elementary - Job# 5237

Mt. Diablo Unified School District•Walnut Creek, CA

21h•Onsite

About The Position

Under general supervision, performs office and administrative support duties and functions for an assigned elementary school or learning center. Provides secretarial services for the school administrative staff, principal and/or the program administrator. Coordinates the daily operations and activities of the school office. Prepares regular and specialized reports, records, and files. Interacts with staff, teachers, students, and parents on a wide variety of issues. This is a journey-level classification capable of performing administrative and office coordination duties requiring knowledge of District and school rules, policies, and procedures, and working with a high degree of independent judgment, tact, and initiative.

Requirements

Passing score on CST 477 online exam (or have passed within the last two years).
Equivalent to the completion of twelfth (12th) grade.
One (1) year of responsible office administrative or secretarial experience.
Knowledge of applicable Federal, State, and local laws, regulatory codes, ordinances, and procedures relevant to the assigned area of responsibility.
Knowledge of State and district administrative programs, policies and procedures related to elementary school office functions.
Knowledge of business letter writing and the standard format for reports and correspondence.
Knowledge of principles and practices of data collection and report preparation.
Knowledge of principles of record keeping and file maintenance.
Knowledge of safety principles and practices.
Knowledge of basic first aid.
Knowledge of basic mathematics.
Knowledge of techniques for providing a high level of customer service by effectively dealing with the parents, students, and District staff.
Knowledge of the structure and content of the English language, including the meaning and spelling of words, rules of composition, and grammar.
Knowledge of modern equipment and communication tools used for business functions and program, project, and task coordination, including computers and software programs relevant to work performed.
Ability to provide varied and responsible secretarial and office administrative work requiring the use of confidentiality, tact, and discretion.
Ability to perform a variety of school office procedures such as obtaining, recording, organizing, and reporting data and information about school programs and activities, the status of students and teachers and the status of material and fiscal resources.
Ability to understand the organization and operation of the District as necessary to assume assigned responsibilities.
Ability to interpret, apply, and explain administrative, program, school, and District policies and procedures to students, parents, and school staff.
Ability to respond to and effectively prioritize multiple phone calls and other requests for service.
Ability to handle medical emergencies and injuries in a calm and effective manner, including providing basic first aid.
Ability to compose correspondence and reports independently or from brief instructions.
Ability to perform accurate mathematical and financial computations.
Ability to enter and retrieve data from a computer with sufficient speed and accuracy to perform assigned work.
Ability to organize and maintain highly detailed, confidential student records, files, and databases.
Ability to file materials alphabetically, chronologically, and numerically.
Ability to effectively represent the department and the District.
Ability to independently organize work, set priorities, meet critical deadlines, and follow-up on assignments.
Ability to use tact, initiative, prudence, and independent judgment within general policy, procedural, and legal guidelines.
Ability to effectively use computer systems, software applications relevant to work performed, and modern business equipment to perform a variety of work tasks.
Ability to communicate clearly and concisely, both orally and in writing.
Ability to establish, maintain, and foster positive and effective working relationships with those contacted in the course of work.
Must possess mobility to work in a standard office setting and use standard office equipment, including a computer.
Must have vision to read printed materials and a computer screen.
Must have hearing and speech to communicate in person and over the telephone.
Finger dexterity is needed to access, enter, and retrieve data using a computer keyboard, typewriter keyboard, or calculator and to operate standard office equipment.
Employees must possess the ability to lift, carry, push, and pull materials and objects up to 25 pounds with appropriate accommodations if needed per ADA.

Nice To Haves

Valid California Driver’s License
American Red Cross First Aid Certification
CPR Certification

Responsibilities

Oversee the smooth operations of a school office at an assigned elementary school.
Continuously interact with students, parents, teachers, and administrators to answer questions, resolve problems, and provide support on a wide variety of school policy and activity matters.
Develop and implement procedures and performance standards for all clerical work in the school to maintain efficient school office clerical operations in conformance with district procedures and standards.
Orient and instruct other school staff, volunteers and help in district and school office policy and procedures and in the use of office equipment and other related resources.
Exercise functional or technical direction to assigned office support staff and/or student helpers and campus volunteers as assigned.
Assist students who are ill or injured and notify parents as appropriate.
Monitor students in the school office.
Escort visitors and students as needed.
Provide clerical and secretarial support to a school principal.
Represent the principal in providing information on District and school rules, policies, and procedures.
Serve as a liaison between the principal and District administrators, other principals, staff, parents, students, outside agencies, and the community on a wide variety of issues.
Maintain principal’s calendar and the master calendar of the school.
Schedule and coordinate meetings, conferences, and appointments for the principal.
Assist in organizing, preparing and distributing materials.
Maintain central records, including attendance, enrollment, cumulative records, school bookkeeping, student body accounts, purchase orders, work orders and make routine reports related to school programs, operations and activities, the status of students and school staff, and the acquisition, use and disposition of school resources.
Review and prepare for daily teacher attendance.
Attempt to locate substitute teachers to fill in for absences.
Prepare information for incoming substitutes.
Assist the principal and staff members to split classrooms for the day if substitutes are unavailable.
Review student absences and enter in database.
Contact parents, review District procedure, and complete reporting as applicable for absences.
Schedule and coordinate facility management needs including work order submission, follow up and ensure completion.
Schedule field trips and submit bus requirements.
Collect required forms and insurance documents from teachers/parents.
Coordinate and schedule families for special education or other conferences, school events and activities.
Assist with distribution and tracking of District iPads, Chromebooks, computers and/or other technology assigned to students and teachers participating in distance learning.
Provide login information, Zoom ID’s, and passwords.
Assist with technical issues.
Dispense keys, plans, and provide information to substitute teachers and other personnel.
Distribute enrollment packets to parents.
Input and activate student data in school system as needed.
Inactivate student system records and process paperwork for students leaving the school.
Send or request student records and transcripts from other districts.
Process transcript requests for current and former students.
Create and manage Independent Study Contracts.
Prepare, update, and maintain a variety of school, staff, and student files and records.
Create, update, and maintain student cumulative records and emergency cards.
Create, update, and maintain testing, academic performance, disciplinary, and other records in student files.
Prepare manual and computer logs of various documents and requests.
Retrieve, duplicate, and distribute copies of reports, forms, records, and documents as requested.
Send out communications to families and staff.
Update school website to reflect current happenings and information.
Assist with school and program budget planning processes.
Track and maintain school and program budgets.
Maintain student body account, a clearing account, and a revolving account.
Reconcile bank statements and issue checks.
Collect monies from teachers, parents, and donors.
Make in-person bank deposits.
Perform purchasing duties for the campus.
Communicate with vendors.
Acquire quotes/invoices.
Coordinate with the purchasing department following approved purchasing processes.
Follow up with vendors.
Receive and distribute items.
Place warehouse orders.
Verify and review forms and reports for completeness and conformance with established regulations and procedures.
Apply District, departmental, school, and/or program policies and procedures in determining completeness of applications, records, and files.
Compose, copy, collate, and distribute a variety of reports, letters, documents, and memoranda.
Check drafts for punctuation, spelling, and grammar; suggest corrections.
Gather, assemble, update, and distribute a variety of department or school specific information and forms as requested.
Ensure proper filing of copies in departmental or central files.
Monitor timesheets for substitutes and staff.
Maintain records of employee time-off.
Assist in entering data when deadlines are missed.
Answer and screen telephone calls.
Greet and assist students, parents, and other visitors at front counter and direct to appropriate locations and/or staff.
Respond to complaints and requests for information.
Assist in interpreting and applying regulations, policies, procedures, systems, rules, and precedents in response to inquiries and complaints.
Direct callers to appropriate District staff, as necessary.
Compile information and data for administrative and statistical reports.
Check data.
Prepare and assemble reports, manuals, articles, announcements, and other informational materials including updating family and staff handbooks, correspondence, minutes, handouts, and other documents.
Attend meetings.
Perform basic first aid.
Supervise students in the school office which may include student helpers, students to be disciplined and students with severe behavioral problems.
Perform related duties as assigned.