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K-8 Office Manager

Company: Northwest Regional School District
Location: Hillsboro
Posted on: May 3, 2021

Job Description:

Position Title: K-8 Office Manager

Location: Nestucca K-8

Reports To: Building Administrator

FLSA Status: Nonexempt

FTE & Salary: 1.0 FTE

Salary Schedule: Classified Salary Schedule

Row: Office Manager

Contract Days: 210

GENERAL DESCRIPTION:

The K-8 Office Manager performs a variety of secretarial, bookkeeping and administrative duties, which require a broad knowledge of both secretarial and clerical practices and procedures.

QUALIFICATIONS: Knowledge, Skills, Abilities Required:

  • A minimum of a high school diploma or equivalent.
  • Secretarial experience, including office management, administration and record keeping.
  • Knowledge of general operation of a school district and the administrative assistant duties.
  • Ability to interact in a positive and professional manner with students, staff, parents, community members, contractors, consultants and trades people, while demonstrating sensitivity to cultural, ethnic, gender and religious diversity.
  • Ability to exercise confidentiality, diplomacy, and independent judgement.
  • Ability to provide leadership, training and supervision to other personnel.
  • Keyboard and Word processing with speed and accuracy.
  • General accounting skills
  • Knowledge of first-aid procedures; ability to learn proper methods of dispensing medications
  • Excellent organizational and time management skills with the ability to accomplish multiple complex assignments under short timelines and with multiple interruptions
  • Ability to remain calm and supportive when dealing with difficult people or emergencies
  • Ability to manage school finances according to accepted accounting principles and district guidelines
  • Ability to take initiative and work independently, prioritizing tasks to meet deadlines while maintaining accuracy and attention to detail
  • Ability to quickly learn frequently used software and online programs used in the performance of job responsibilities, such as student records, personnel records, accounting, and purchasing
  • Likes kids

ESSENTIAL FUNCTIONS: Performs some or all of the following tasks. Other duties may be assigned.

  • Composes, edits and prepares technical and complex documents, correspondence, special reports and material of a confidential nature
  • Contributes to student behavior management including monitoring and mentoring students
  • Coordinates and manages office workload and procedures
  • Cultivates and models a respectful working and learning environment
  • Supports the principal with administrative and confidential work
  • Maintains Emergency Response Team assignments and emergency bag; updates emergency protocols and distributes them to staff; schedules and coordinates emergency drills as required by district and state law in cooperation with the principal
  • Dispenses medication to students; monitors and manages students with high risk health conditions according to Health Management Protocols; assists students in need of care in the health room
  • Acts as initial responder to building level First Aid emergencies and coordinates with other staff to ensure proper steps are taken to ensure the health and safety of the sick of injured party; including administering first aid, calls to 911, coordinating with emergency responders, and/or providing medications as appropriate
  • Process all purchase orders for teachers, staff and supplies.
  • Responsible for creating, assigning, and collecting student body fees and all aspects of K-8 Student Body Funds according to state regulations.
  • Serves as primary contact and liaison between the Principal and students, teachers, parents, staff, district, and community. Manages the building Administrator's calendar, phone, mail, and email account, independently scheduling appointments and responding to communication as appropriate, on behalf of the Administrator
  • Manages internal and external communications with staff and public, maintains and updates the school website, including schedules, calendar of events and activities, Site Council information and minutes.
  • Provides support in planning, coordinating and executing school-wide events such as Back-to-School Night, student registration & open house, conferences, concerts, staff appreciation, and provides supplies, catering, as needed for professional development
  • Coordinates substitute, assisting staff with input, finding subs, coordinating coverage as needed when no subs are available, reviewing absence reasons
  • Successfully uses software and online programs to monitor and maintain essential records regarding students, personnel, accounting, work orders and other areas as required
  • Processes purchase orders, purchasing card transactions and statements, expense reimbursements, travel requests and other related requisitions ensuring proper approvals, coding and records; purchase office supplies and equipment for the school/department
  • Serves as the registrar at the elementary level - responsible for student enrollment and set up of the classrooms and teachers in Synergy. Includes enrollment tracking as well. Includes coordination of registration information to families prior to start of new school year
  • Participate in monthly NVSD Office Staff meetings to align practices across all facilities

TERMS OF EMPLOYMENT:

Salary and work year to be according to the current negotiated contract.

EVALUATION:

Performance of this job will be evaluated in accordance with provisions of Board policy.

WORKPLACE EXPECTATIONS:

  • Establish and maintain a positive and respectful working relationship with students, staff, administration, parents/guardians and community members.
  • Work collaboratively and communicate effectively with staff and customers at all organizational levels (listening to others without interrupting, keeping emotions under control, remaining open to others' ideas and focusing on solving conflicts).
  • Maintain a high level of ethical behavior and confidentiality of information about participants, families and staff.
  • Maintain dependable and consistent attendance and punctuality.
  • Follow all laws, District policies, rules, regulations, memos, announcements and reasonable requests by proper authority

PHYSICAL DEMANDS: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

  • The employee is regularly required to talk or hear
  • The employee is frequently required to stand, walk, sit, use hands to finger, handle, or feel, reach with hands and arms, climb up and down step stool, bend under the desks, twist from the waist, and stoop, kneel, crouch, or crawl
  • Possible moderate to high noise level.
  • Frequent and prolonged talking/listening in conversations/meetings.
  • Requires accurate perceiving of sound, near and far vision, depth perception.
  • Requires handling and working with a variety of materials and objects.
  • Work may occasionally involve lifting/carrying objects weighing up to 30 pounds.
  • Possible exposure to bodily fluids due to student injury or illness.

Note: This is not necessarily an exhaustive or all-inclusive list of responsibilities, skills, duties, requirements, efforts, functions or working conditions associated with the job. This job description is not a contract of employment or a promise or guarantee of any specific terms or conditions of employment. The school district may add to, modify or delete any aspect of this job (or the position itself) at any time, as it deems advisable.

Nestucca Valley School District recognizes the diversity and worth of all individuals and groups. It is the policy of NVSD that there will be no discrimination or harassment of individuals or groups based on race, color, religion, gender, sexual orientation, gender identity, gender expression, national origin, marital status, age, veterans status, genetic information or disability in any educational programs, activities, or employment.

Reasonable accommodations for the application and interview process will be provided upon request and as required in accordance with the Americans with Disabilities Act of 1990. Individuals with disabilities may contact the Human Resources Officer at 503-392-3194 x403 for additional information or assistance. Speech/Hearing impaired persons may contact the district for assistance through the Oregon telecommunications Relay Service at 1-800-735-2900.

Keywords: Northwest Regional School District, Hillsboro , K-8 Office Manager, Other , Hillsboro, Oregon

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