Location:
District Office
Anticipated start date:
9-1-26
Days per year:
205 + up to 8 days in the summer
Hours per day:
4.0
Shift time:
TBD
Position Info:
- Position will remain open for a minimum of 5 days, current PSE-OP members must apply within 5 days of posting date to be guaranteed consideration for position.
Benefit Info:
- Benefits offered: •Medical, Dental, Vision, Prescription (SEBB) •Long-Term Disability Insurance •Accidental Death and Dismemberment Insurance and Life Insurance •Retirement •Sick, personal, and bereavement leave •Health Reimbursement Arrangement (VEBA) •Employee Assistance Program. Optional Benefits: •Additional life and accidental death and dismemberment insurance •Deferred compensation •Annuities (403(b), Roth) •Medical flexible spending arrangement •Limited purpose flexible spending arrangement •Dependent care assistance program
CLASSIFICATION: PSE-OP Office Personnel
TITLE: Office Manager
REPORTS TO: Building Principal / Department Administrator
POSITION SUMMARY
This position coordinates the operations of the school/department office, providing
secretarial support to the building/department administration and various support services
for students, parents, staff and the public. Responsibilities include maintaining bookkeeping
records for the building budget, ordering and distributing building supplies, promoting
positive public relations, and making non-instructional decisions in the absence of
building/department administration as authorized.
PREFERRED QUALIFICATIONS
Education and/or Experience
Required:
- High school graduate or equivalent
- Four years of increasingly responsible secretarial experience, including records maintenance and bookkeeping. Advanced technical training in secretarial procedures may substitute on a month for month basis for up to one year of the required experience
- Experience working in a school environment with students, staff and the public
Desired:
- Office experience, preferably in an educational setting
- AA degree or higher
Special Requirements:
- Valid First Aid/CPR card
- Successful Washington State Patrol and Federal Bureau of Investigation fingerprint clearance
- I-9 employment eligibility in compliance with the Immigrations Reform and Control Act
- HIV/HBV training (obtain within 60 days of hire date - District provided)
- Human Resources new hire training (obtain within 60 days of hire date - District provided)
- Availability to work extra hours to meet deadlines and complete assignments if required
Knowledge, Skills and Abilities
- Knowledge of secretarial procedures including general bookkeeping, ability to maintain accounting ledgers and ability to perform machine transcriptions and/or speedwriting
- Knowledge of correct grammar, spelling and English usage
- Keyboarding skill at 65 words per minute with accuracy
- Skill in operating general office machine
- Ability to operate computer and learn software programs
- Ability to attend to detail and follow tasks through to completion
- Ability to make accurate arithmetic calculations
- Ability to set up and maintain accurate records
- Ability to work independently with minimal supervision
- Ability to maintain confidentiality
- Ability to establish and maintain effective working relationships with staff, parents and the general public
- Ability to organize, set priorities and meet deadlines
- Ability to work effectively under pressure and with constant disruptions
- Ability to oversee the work of students
- Ability to interact with students in a warm, confident manner
POSITION RESPONSIBILITIES
- Provides secretarial support to building/department administration. Maintains appointment calendar, schedules meetings, screens and routes mail. Compiles and summarizes data for reports and lists. Formats and types correspondence, forms, memoranda, newsletters, bulletins, and reports from handwritten drafts or dictation. Composes routine correspondence and duplicates materials as needed. Attends meetings to record minutes as requested.
- Screens phone calls for the principal/administrator; independently provides information and if possible responds to inquiries. Maintains positive public relations for the school and the district. Greets and assists parents, students, and visitors entering the office. Provides information concerning school activities, policies, rules and regulations. Coordinates substitute assignments.
- Maintains accounting ledgers for general building/department budget. Prepares and tracks purchase orders. Writes checks and requests reimbursement of revolving fund. Receives and writes receipts for money. Makes bank deposits, including deposits of ASB funds; reconciles monthly bank statements. Tracks budget expenditures and keeps staff informed of budget balances. With the exception of Monroe High School.
- Orders, receives, accounts for and distributes school supplies, textbooks, and materials. Troubleshoots problems with inaccurate orders. Maintains inventory records.
- Coordinates a variety of office activities such as distributing and tracking building keys, troubleshooting problems with office equipment, writing work orders for custodial personnel, and securing the building safe. Provides training to volunteers.
- Keeps school/department employees informed of administrative/department staff decisions as they affect school/department office operations. Coordinates and directs work of other clerical staff and students working in the office. Trains assistants in office procedures; assigns and reviews work. Provides input to performance evaluation of assigned assistants.
- Maintains records and files for staff and student information, which may include registration and withdrawal of students; maintains staff absence records and submits payroll information for processing. Greets and orients staff substitute personnel.
- Adhere to federal and state laws and district regulations, policies, procedures and practices.
- Mandatory reporter for incidents of child abuse, harassment, intimidation, bullying, boundary invasions, fights, substance abuse etc.
- Abide by employment provisions provided for in the collective bargaining agreement.
- Observe strict confidentiality regarding student information.
- Maintain regular punctual attendance.
- Coordinates a variety of programs for school, such as school pictures, school insurance and other activities.
- Provides basic first aid medical care to ill or injured students in the absence of the school nurse. Calls parents and makes arrangements for transportation home as necessary, and gives medication as authorized. Processes 911 calls as needed.
- Coordinates and implements activities involved with opening and closing school, such as preparing handbooks and schedules.
- Makes non-instructional decisions as needed for routine matters in the absence of building/department administrators. Keeps building/department administrators informed of non-routine matters requiring attention.
- Coordinates clerical activities for student graduation or promotion activities.
- Regular and punctual attendance to perform duties and responsibilities of position.
- Other duties as assigned within the PSE Monroe OP bargaining unit.
PHYSICAL/MENTAL REQUIREMENTS
The physical/mental requirements described are representative of those an employee may encounter while performing the essential functions of this job and may be supplemented as necessary.
The physical requirements indicated below are examples of the physical aspects that this position classification must perform in carrying out essential job functions:
- Use of a personal computer for extended periods of time
- Use of a telephone and other office equipment
- Ability to perceive the nature of sound; near/far visual acuity, depth perception
- Ability to communicate orally; manual dexterity to operate office machines, gross and fine motor skills
- Exert 10 to 20 pounds of force on a frequent basis
- Ability to lift, carry, push, pull or otherwise move objects
- Sit for extended periods of time, walk, stand
- Attend off-site trainings and workshops as deemed necessary
- Work is conducted in a shared, open, office environment with consideration toward equipment noise, confidentiality, voice volume
- The job is performed with the majority of time spent indoors and under minimal temperature variations; a portion of the day may be time spent outdoors and is subject to a variety of changing weather conditions and potentially uneven/slippery surfaces.
Reasonable accommodation may be made to employ a person with a disability to perform the essential functions of the job.
Office environment. Employees may experience constant interruptions; required to deal with distraught or angry parents, staff, or students in a calm supportive manner. Frequently required to meet inflexible deadlines.
EMPLOYMENT CONDITIONS:
- Mandatory reporter for incidents of child abuse, harassment, intimidation, bullying, fights, substance abuse, etc.
- Adherence to federal, state and district regulations, policies and practices
- Abides by employment provisions provided for in the collective bargaining agreement
This position is that of an Office Manager to the department administration and is
represented by the PSE-OP of Monroe, Office Personnel Association. Vacations, holidays and other conditions of employment are covered under the PSE-OP of Monroe, Office Personnel collective bargaining agreement. Hours and days to be determined by the district.
EVALUATION PROCEDURES:
An annual evaluation of performance shall be completed by the building administration in accordance with District evaluation procedures.
Created June 2017