School Office Manager-Bilingual Spanish Preferred

Hayward Unified School District • Hayward, CA

2d • Onsite

About The Position

Under the direction of the Principal or other designated administrator, organize, coordinate, schedule and perform office activities at an assigned elementary, middle or special school site and serve as secretary to the Principal or other designated administrator; train and provide work direction to clerical personnel and others as assigned. This role involves managing a wide variety of clerical and other office functions, prioritizing and scheduling duties to ensure efficiency, and serving as administrative support to the school administrator. The position requires independent judgment in handling emergency situations and communicating with various personnel regarding school operations, policies, and student matters. Responsibilities include composing correspondence, preparing reports, managing records, operating office equipment, administering basic first aid, ordering supplies, and monitoring students. The role also involves training and directing others, handling monies, assisting with budgets, and potentially supporting attendance functions.

Requirements

• Graduation from high school
• Two years of increasingly responsible clerical and secretarial experience involving public contact
• Experience working with children
• Must obtain a valid First Aid Certificate issued by an authorized agency within 6 months of hire.
• Valid Driver's License.
• Proficiency in keyboarding speed and accuracy.
• Operation of a computer and data entry skills.
• Knowledge of organization and coordination of clerical and secretarial functions in an assigned school office.
• Knowledge of secretarial, clerical, and administrative assistance duties to support a school administrator.
• Knowledge of attendance policies, procedures, and guidelines.
• Knowledge of modern office practices, procedures, and equipment.
• Knowledge of record-keeping techniques.
• Knowledge of oral and written communication skills.
• Knowledge of telephone techniques and etiquette.
• Knowledge of correct English usage, grammar, spelling, punctuation, and vocabulary.
• Knowledge of interpersonal skills using tact, patience, and courtesy.
• Knowledge of basic First Aid procedures.
• Knowledge of District organization, operations, policies, and objectives.
• Knowledge of applicable sections of State Education Code and other applicable laws.
• Ability to organize, coordinate, and prioritize a wide variety of clerical and secretarial activities and functions.
• Ability to relieve a Principal or other designated administrator of administrative detail and respond to routine inquiries.
• Ability to add, subtract, multiply, and divide quickly and accurately.
• Ability to be flexible to perform work within changing priorities.
• Ability to possess sufficient interpersonal skill to work harmoniously with staff, students, administrators, parents, and others.
• Ability to read, interpret, apply, and explain rules, regulations, policies, and procedures.
• Ability to complete work with many interruptions.
• Ability to work confidentially with discretion.
• Ability to work independently with little direction.
• Ability to maintain records and prepare reports.
• Ability to establish and maintain cooperative and effective working relationships with others.
• Ability to meet schedules and time lines.
• Ability to plan and organize work.
• Ability to train and provide work direction to others.

Nice To Haves

• Bilingual Spanish Preferred

Responsibilities

• Organize, coordinate, schedule and perform office activities at an assigned school site.
• Serve as secretary and provide administrative assistance to the Principal or other designated administrator.
• Prioritize and schedule duties and assignments to assure efficiency and meet established time lines.
• Open, sort and route mail and participate in mass mailing activities.
• Relieve the Principal or other designated administrator of routine administrative duties and use independent judgment in emergency situations.
• Communicate with site and District personnel regarding school operations, personnel matters, supplies, policies, and student attendance/activities.
• Type correspondence, agenda items, bulletins, records, forms, memoranda, reports, lists, and confidential materials.
• Compose correspondence independently, compile and type letters, reports, contracts, statistical data, memos, bulletins, and lists.
• Prepare, format, edit, and proofread written materials.
• Compile and organize information for the Principal or administrator.
• Compose and respond to routine correspondence.
• Collect, complete, and expedite State and District required forms and reports.
• Answer phones and greet visitors, take and relay messages.
• Provide information to students, parents, faculty, and site personnel.
• Interpret, apply, and explain District policies and school procedures, programs, activities, and regulations.
• Operate a variety of office machines including computer and related peripheral equipment, calculator, copier, and other office equipment.
• Prepare and maintain records, files, and reports related to staff attendance, personnel, payroll, supplies, inventory, and site maintenance.
• Maintain confidentiality of information related to students and personnel.
• Maintain accurate staff absence records and reports and prepare substitute time sheets.
• Provide orientation, keys, directions, and pertinent information to substitutes.
• Participate in enrollment and registration activities, prepare registration packets, and input new student data.
• Administer basic first aid to students as necessary.
• Administer medication in accordance with physician instructions and collective bargaining contract guidelines.
• Order, receive, and distribute school supplies, materials, and equipment.
• Verify billings and assure office machines function properly and arrange repairs.
• Monitor students sent to the office due to illness, discipline/behavioral reasons, or who have not been picked up on time.
• Attend and participate in a variety of in-service and/or off-site trainings and meetings.
• Train and provide work direction to others as assigned.
• Receive and receipt monies for student needs and purchases.
• Assist site administrator in compiling budgetary data and maintaining financial records.
• Maintain key distribution log and collect and distribute keys.
• Assist with work orders.
• Register new students, prepare new student cumulative files, receive and process attendance data, receive clearances for absences, call parents to verify excuses/absences, and issue tardy and readmit slips.
• Ensure a safe environment.
• Perform related duties as assigned.

Benefits

• Contribution of up to $2,500 per year towards a District healthcare plan or cash in lieu of up to $1,350 per year.
• Dental coverage is provided free of charge for all employees working 20 hours per week, or more.
• Family dental coverage is available (additional premium paid by employee).
• Classified employees must participate in the CalPERS Retirement program.
• Employee Assistant Program (EAP).
• Optional benefits including life insurance, short term disability, and a medical and dependent care flexible spending option.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: High school or GED