SCHOOL OFFICE MANAGER

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Job Description
Basic Function Under the direction of the Principal, perform a variety of secretarial duties to coordinate, organize and oversee school office activities and assist the Principal in administrative tasks; perform public relations and communications services for the Principal.
Essential Functions Coordinate, organize and oversee the overall office activities.
Serve as primary secretary to the Principal; compose correspondence independently; prepare, type and distribute communications; receive and respond to telephone calls and e-mails as appropriate; schedule conferences, appointments and meetings; receive, open, prioritize and distribute mail.
Maintain Principal's calendar and school calendar of events; coordinate activities with other District departments, divisions, the public and outside agencies; make necessary arrangements for meetings; take and transcribe minutes as assigned.
Serve as initial contact and resource person for the Principal; provide information and forms to students, staff and the public concerning school policies, procedures, actions, activities and schedules as appropriate; serve as liaison between parents, students, staff, outside agencies, the public and the Principal; attempt to resolve issues and concerns or refer to appropriate personnel; provide support to staff of various school programs as assigned.
Compile information and prepare and maintain a variety of records, logs and reports related to discipline, payroll, transcripts, graduation and award lists, attendance, projects and assigned duties; prepare flyers and announcements; prepare registration packets; maintain accuracy of past and current student cumulative files; establish and maintain filing systems; revise, verify, proofread and edit a variety of documents; maintain confidentiality of student information as required.
Coordinate other office or school activities and functions including graduation ceremonies, lunch counts, student placement, absences and substitutes, registration, emergency drills, transportation for field trips, health screenings, and other activities as assigned.
Lead the activities of the office staff as assigned; provide training and work direction to staff, assure compliance with established procedures; assist in setting work priorities and assignments; review work for accuracy.
Apply policies and procedures in determining completeness of applications, records and files.
Act as lead person and perform specialized record keeping functions in the areas of registration, student cumulative folders, transcripts, attendance records, report cards, graduation or award lists. Assist as needed in preparation of monthly Average Daily Attendance Report as required by the State of California.
Participate in the preparation and maintenance of the school budget including grants and programs; monitor expenditures; maintain administrative and financial records; monitor field trip funds; prepare and record clubs, site, sports and ASB deposits; submit budget recommendations, monitor petty cash fund and disbursement activities; clear negative balances; maintain cash boxes for theater, leadership or other activity as assigned.
Provide forms to students applying for work permits and field trip forms; assure proper completion of forms; update related data on assigned software.
Operate appropriate software to input work orders, requisition warehouse orders, and budget transfers, and enter data related to categorical, sports, clubs and ASB accounts/activities.
Operate a variety of modern office equipment and assigned software systems; operate a two-way radio; arrange for repairs of office equipment as needed.
Monitor the automated substitute system; check e-mails and voice mail and prepare daily substitute list; request substitutes as needed; greet and assist substitute teachers by providing keys, materials and pertinent information; prepare, receive and process payroll timesheets, and assure proper job and account numbers; assure proper coverage for staff absences; assist in orienting new and substitute personnel.
Receive and enter workers compensation claims for school staff; provide forms and information to staff as needed. Ensure employee follows correct procedure in submitting paperwork before resuming regular assigned position.
Assist in coordinating and implementing the bell schedule for the school; make changes as necessary to allow for different schedules throughout the school year; arrange for repairs as needed; utilize the public address system to make announcements as assigned; post bulletins and update the school marquee as needed.
Work with District personnel to assign and change voicemail and internal telephone numbers as necessary; collaborate with Information Technology staff to provide staff with computer login and voicemail requests for staff; maintain and update mailboxes for school staff or campus groups.
Inventory, order, requisition, and receive supplies and school materials; prepare purchase orders for materials, textbooks and supplies.
Responsibility to assign, issue and maintain inventory of room and cabinet keys issued to teachers and other authorized personnel.
Assess all injuries and administer first aid in accordance with District policy.
Operate and perform minor maintenance on office machines as needed.
Recommend and assist in the implementation of school goals and methods; establish schedules and methods for providing clerical and secretarial services; implement policies and procedures.
OTHER DUTIES:
Assist in the preparation of special projects.
Perform related duties as assigned.
KNOWLEDGE AND ABILITIES:
KNOWLEDGE OF:
Modern office practices, procedures and equipment.
Principles and practices of training and providing work direction to others.
Policies and objectives of the school office.
Terminology, practices and procedures of the school office and district.
Record-keeping and filing techniques.
Business letter and report writing, editing and proofreading.
Telephone techniques and etiquette.
Correct English usage, grammar, spelling, punctuation and vocabulary.
Principles and practices of data processing including spreadsheets.
Interpersonal skills using tact, patience and courtesy.
Operation of a computer and assigned software.
Oral and written communication skills.
Methods of collecting and organizing data and information.
Techniques used in public relations.
ABILITY TO:
Perform a wide variety of clerical and secretarial duties to coordinate school office activities.
Perform public relations and communications services for the Principal.
Serve as liaison between administrators, faculty, staff, students, parents and the public.
Communicate effectively both orally and in writing.
Establish and maintain cooperative and effective working relationships with others.
Compile, verify data and prepare reports.
Type and input data with accuracy.
Meet schedules and timelines.
Maintain a variety of records and files.
Work independently with little direction.
Compose correspondence and written materials independently or from oral instructions.
Establish and maintain a variety of filing systems.
Operate a variety of office equipment including a computer and assigned software.
Interact effectively and sensitively with individuals from diverse backgrounds.
Exercise good judgement, flexibility, creativity and sensitivity in response to changing situations and needs.
Train and provide work direction to others.
Work confidentially with discretion.
Education & Experience Requirements Any combination of education and/or experience equivalent to: High school diploma or equivalent and four years increasingly responsible secretarial experience involving public contact.
LICENSES AND OTHER REQUIREMENTS:
Valid First Aid and CPR certificates issued by an authorized agency.
WORKING CONDITIONS:
ENVIRONMENT:
Office environment.
PHYSICAL DEMANDS:
Dexterity of hands and fingers to operate a computer keyboard and other office equipment.
Sitting for extended periods of time.
Kneeling, bending at the waist, and reaching overhead, above the shoulders and horizontally to retrieve and store files and supplies.
Selection Process The examination process for this recruitment may be comprised of one or any combination of the following: screening of the applicant's training, background, and experience; scored evaluation of responses on a supplemental application; written examination(s); qualifications appraisal oral examination; performance examination; or technical oral examination, scored on a job-related basis. Only the most highly qualified candidates will be invited to continue in the examination process. Successful candidates who pass all parts of the examination process will be placed on the eligibility list in order of their relative merit as determined by these competitive examinations.
If your application is accepted to advance in this recruitment, the exam and interview dates are as follows:
Exam 1: March 16, 2022
Exam 2: March 22, 2022
Dates are tentative, but it is highly recommended that you plan your calendar accordingly. No Make-Up dates will be offered
Other Important information
: The duration of the eligibility list is one (1) year unless extended by the Personnel Commission. The eligibility list from this recruitment will be used for full-time, part-time and limited term positions.
New employees to the district are placed on step A of the salary schedule. The maximum salary is reached after 3 ½ years of employment.
Recruitments that list Promotional and Open Competitive
opportunities may result in one of the following: 1) a dual-certified list in which internal employees of the **MEMBERS ONLY**SIGN UP NOW***. are awarded seniority points to their final passing score before placement on the eligibility list, or 2) two separate eligibility lists consisting of candidates on a promotional only list and an open list. In the latter case, candidates on the promotional list are referred to the hiring authority before candidates on the open. However, where less than three ranks exist on the promotional list, the open list will be utilized to complete a total of three ranks.
Closing Date/Time: 3/11/2022 4:00 PM Pacific
Job Address
15510 Usher St
San Lorenzo
California
94580
United States
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About **MEMBERS ONLY**SIGN UP NOW***.
San Lorenzo Community
The Community of San Lorenzo is situated in unincorporated Alameda County between the cities of San Leandro and Hayward. The 2010 United States Census reported that 23,452 people, 7,425 households, and 5,792 families reside in San Lorenzo. The population density is approximately 8,488 people per square mile (3,276.8/km²). The racial makeup is approximately 47.4% White (32.4% non-Hispanic), 4.8% African American (4.5% non-Hispanic), 1.0% Native American, 21.6% Asian, 0.8% Pacific Islander, 17.9% from other races, and 6.5% from two or more races. Roughly 37.7% of the population is Hispanic or Latino of any race.  The school district boundaries include parts of the cities of San Leandro and Hayward. 
San Lorenzo Students
The students of San Lorenzo represent the diversity of the town's past and present. Of the students attending TK-12 schools in San Lorenzo, 56% are Hispanic/Latino, 13% are Asian, 12% are Black/African American, nine percent are white, eight percent are Filipino and two percent are of other races. Forty two percent of the students in San Lorenzo speak Spanish as their first language, while 40% speak English as their first languages. Other languages represented include Cantonese/Mandarin (7% ), Tagalog (4% ), Vietnamese (3%) and Arabic (3%). Three percent of our students speak one of 37 other languages. Of the approximately 10,500 students, 69% are eligible for the Federal Free and Reduced Lunch Program.  Seventy-two percent of the District's students are either socio-economically disadvantaged, English Learners or Foster Youth. Many of our students fall into more than one of these categories, but can only be counted once.
San Lorenzo School District
The district was established on November 8, 1859 and is one of the oldest continuously operating school systems in the State of California. From a humble beginning in 1850 with only six students and a tiny portable schoolhouse, the District reached its peak size in 1970 with 18,000 students enrolled in 28 schools. The current Superintendent of the district is Dr. Fred Brill who has served the community since 2014. The district collaborates with multiple city and county government departments to access and organize services for students and families. The school district partners with many local initiatives to create multiple opportunities for students and families. These partnerships include Alameda County Supervisors and Alameda County Office of Education to provide services to community members ages 11-24 at the REACH Ashland Youth Center.
Currently, **MEMBERS ONLY**SIGN UP NOW***. consists of nine elementary schools, three middle schools, and four high school sites. The District Independent Contracted Education (DICE) program gives students the chance to receive several hours of instruction each week one on one with a highly qualified teacher, while taking on the obligation to complete an additional number of study hours at home.  In 2004, the school district adopted wall to wall Small Learning Communities and offers eight different programs for all 3300 high school students.  
District-wide all teachers have focused on implementation of Common Core State Standards to guide classroom instruction. Administrators and teachers use multiple measures of assessment, including NWEA and CAASPP to determine program needs. Teachers utilize formative and summative data across grade and subject areas to inform instruction. Weekly collaboration, planning and analysis of lesson objectives, student work samples, and performance on common assessments drive the delivery of curriculum and the instructional strategies utilized. Analysis of data determines intervention course offerings.
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