OFFICE MANAGER
Eagle Valley Middle School
SY 2023-24
BENEFITS: Health, Dental and Vision insurance, 21.40% employer contribution to your PERA retirement plan, paid holidays, tuition reimbursement, free CMC credits, paid leave, amongst others. For Full Time Employees
HIRING SALARY RANGE: $20.83 - $25.00 per hour
POSITION SALARY RANGE: $20.83 - $33.33 per hour
SUMMARY OF JOB DESCRIPTION:
Assist with supervision of office staff, responsible for management and smooth operation of the office, maintaining strict confidentiality. General Fund/Activity accounts, fund receipting and check writing, internal and public communication functions. Maintain the smooth operation of the main office and assist with the supervision of office personnel. Support internal and public communications, maintain strict confidentiality.
SUPERVISED BY: School Principal and Assistant Principal
ESSENTIAL JOB ELEMENTS:
1. Perform general administrative professional (i.e. filing, typing, keyboarding, scheduling, office management, confirmation of appointments, etc.,) as directed by the building administrator(s).
2. Maintain payroll and attendance records for classified clerical and teacher assistant staff. Using TimeCentre and SAM.
3. Process, maintain and act as SAM (SubFinder/Absence Management System) with Building Level Administrators & with the Principal help manage leave requests, problem solve coverage of in-house, and provide direct support for guest teachers for building staff.
4. Initiate and track extra duty assignments for staff and coaches for personnel and payroll records. Create and file personnel records for in-house staff. Input information for evaluations and human resource forms. Assist in the preparation and processing of Change of Status Forms (goldenrods) in the File Maker Pro database.
5. Act as administrative receptionist; maintain and update the activity schedule of the school/principal(s); aid the principal(s) in adhering to time schedules; establish and maintain an effective and efficient administrative office.
6. Data enter school’s purchase orders and process building VISA statements and journal entries including vendor contact for ordering and purchase order inquiries and pay invoices with checks from General Fund and Activity accounts. Assist with budget development and staffing units, manage accounts payable and receivable including curriculum funds, furniture, fixture and equipment funds, grants, etc. Coordinate all staff travel and field trips with the Transportation Department.
7. Deposit funds and reconcile activity fund, general funds and checking account monthly as required by district audit, including backup documentation for paid bills and cash receipts.
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Process and coordinate public facility use agreements with building staff. Distribute and collect keys to facility(ies).
9. Screen and direct pertinent internal and external information and report information to appropriate administrators, faculty meetings and other meetings as determined by principal, initiate news releases, district/public communiqué.
10. Create and distribute the school newsletter, school web page, as assigned along with daily Power School bulletins for administrators, teachers, and public use. -
Cover the school health room, as needed, when the district nurse or health assistant is not available and use appropriate infection control procedures.
12. Serve as custodian and record keeper of building keys.
13. Assist with hiring procedures, reference checks and vacancy management and personnel input for evaluations.
14. Organize, create and maintain ski school, beginning of year and end of year information and forms.
15. Assist in the supervision of students in the main office, lunchroom and other requested areas. - Assist students and teachers with school level technology questions and troubleshooting as needed.
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Ensure proper assignment of school assigned Loaner Chromebooks. Assist principal(s) that guidelines put forth by the district are abided by in terms of Chromebook usage both in and out of school. Make sure that Chromebooks are collected and stored at the end of the school year according to procedure put forth by the technology department and redistributed in a timely manner at the start of the school year.
18. Perform other duties as assigned.
CONTACTS:
Students, parents, community, school staff, administrators, district support staff, vendors.
QUALIFICATIONS:
1. High school education or equivalent.(Advanced Relevant Coursework Prefered)
2. 3 years previous secretarial and or Administrative Assistant experience
3. 1 year of accounting/bookkeeping experience.
4. Working knowledge of computers (Google Suite): keyboarding, database, spreadsheet and word processing.
5. Effective communication and interpersonal skills utilizing positive conflict management strategies.
6. Effective organizational and time management skills.
7. Problem solving capabilities and ability to work with minimal supervision and direction.
8. Knowledge/experience related to basic principles of accounting.
9. Valid community First Aid and CPR card (or acquire within 6 months of hire).
10. Bilingual skills are preferred.
