Office Manager - Middle School

POSITION SUMMARY: The Office Manager at the middle school level plays an important role in maintaining positive public relations with staff, students, parents and the community. The individual in this position performs a variety of duties to assist the building administration in technical as well as routine administrative tasks, and is the primary liaison between the principal, staff, community, and special interest groups. This position will perform an advanced level of secretarial and administrative duties as well as handle a broad scope of student, employee, parent, school and District confidential information. He/she will be responsible for ensuring smooth management of a school office and other secretarial functions within the school. The individual in this position will be required to exercise independent decision-making abilities and make decisions within parameters established with the building Principal. This position may also be responsible for coordinating budget, financial, and accounting functions.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. This list is meant to be representative, not exhaustive. Some incumbents may not perform all the duties listed while in other cases related duties may also be assigned. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Coordinate duties and work calendars of other office personnel and ensure the school's office area is a warm and welcoming environment. Ensure that all critical functions of school office areas are assigned and covered, and if necessary, provide direction to other office personnel for establishing priorities.
• Provide secretarial services to the building administrators including, but not limited to, routine correspondence, confidential communications, student discipline information; screening and handling incoming telephone calls; and scheduling certificated observations and evaluation meetings.
• Act as liaison between Administrators and students, staff, guest employees, parents, PTA, and community at large. This position should be available to staff, students, and community for answering questions and promoting good public relations.
• Coordinate and prepare appropriate communications such as reader board updates, automated call outs, newsletters, e-mails, flyers, surveys, digital flyer software, etc. to students, staff and community.
• Make decisions and resolve problems in the absence of, or on behalf of the building administrators. These may include decisions relating to student health and emergency building issues.
• Support the planning, scheduling, and coordination of various school events and meetings, which may include open house, graduation ceremonies and other events associated with graduation, schedule pickup days, picture days, etc.
• Maintain building, administrative and facilities use calendars and/or master school calendar.
• May provide support for the building's operating budget, ASB budgets, grants, resale, reimbursements, and in buildings where applicable, any special funding available to the building. Requires handling of large sums of money, bank reconciliation, procurement card reconciliation and monitoring of budget status. This position will, in most cases, be responsible for communicating with the principal to ensure that expenditures are kept within budgeted amounts.
• Daily coordination of building substitutes using the District's absence management system. Track staff absences and timesheets, track staff rotation when certificated guests are not available.
• Member of the Safety Team. Coordinate and schedule safety drills, prepare and submit drill reports. Ensure safety protocol is followed during lock downs, earthquakes, fire, etc.

OTHER RESPONSIBLITIES:

• May update and maintain school website and social media accounts.
• Assist the coordination of school events, including building use and activity approvals.
• Maintain principal's calendar and scheduled appointments, meetings, etc.
• Assist with health room coverage when nurse is not available to include caring for ill children, complete accident reports, administering medications, and provide first aid.
• Support Administrators using district software in posting and hiring staff. This includes preparation, tracking, and adjustments of human resources and/or payroll records.
• May order and track supplies for building.
• May assist Administration in coordinating building orientation for new staff including assigning keys and entry codes.
• Coordinate, prepare paperwork, and track stipends.
• May provide support for professional develop and/or conference registration and/or travel arrangements for administrators and staff
• May periodically supervise students who, for a variety of reasons, are visiting the office area. May work with families and staff to determine student McKinney-Vento status and services needed.
• Reponsible for office equipment and reporting problems to the appropriate department and vendor
• Coordinate, prepare, maintain bell schedules and enter information into the bell system.
• Multilingual staff member may be asked to translate within their scope of work

REQUIRED QUALIFICATIONS:Education and Experience

High school diploma or equivalent
Two (2) years of secretarial and/or administrative experience

ADDITIONAL REQUIREMENTS:

Microsoft WORD, EXCEL and PowerPoint
Database Management
Positive evaluations

PREFERRED QUALIFICATIONS:

Associate's Degree
Knowledge of the District's current integrated accounting system,
Knowledge of the District's Student Information software

CONDITION OF EMPLOYMENT:

Criminal background clearance
Valid Washington State Driver's License
CPR/AED – first aid card
Work scheduled hours on a consistent basis

KNOWLEDGE OF:

School board policies and procedures
Microsoft WORD, EXCEL and PowerPoint
Publishing software
Database Management
Best practices in Leadership skills and managing people

ABILITY TO:

Organize and perform job responsibilities efficiently and independently without close supervision and able to pay strict attention to detail
Perform safety responsibilities while under pressure.
Demonstrate basic knowledge of modern technology and willingness and ability to increase knowledge to proficiency
Speak, read and follow written or verbal communications: able to proofread
Exhibit proper telephone etiquette
Practice effective safety and security within individual work routines
Remain flexible; able to cope with frequent interruptions as part of a daily routine, to multi-task and shift priorities to meet required deadlines
Develop and maintain positive customer relations with staff, students, parents, and the public in a multicultural and multiracial community
Cope with and assist angry or distraught students, parents, and other community members
Work collaboratively with District staff and promote teamwork with co-workers
Practice ethical and professional standards of conduct including the requirements of confidentiality
Abide by Federal Way Public Schools' Policies and Procedures
Perform the essential functions of the job with or without reasonable accommodations

REQUIRED KNOWLEDGE, SKILLS AND ABILITIES RELATED TO CULTURAL COMPETENCE AND EQUITY:

Knowledge/awareness of own cultural identity and how this influences behavior, and desire to learn about the cultural identity of others.
Ability to establish and nurture an environment that promotes cultural competence and equitable treatment of staff, students, and patrons of the District.
Ability to understand and hold self and others accountable for promoting the Federal Way Public Schools' commitment to "Each Scholar: A Voice. A Dream. A Bright Future."
Ability to recognize that each person is a unique individual even as we celebrate their group cultural heritage.

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.

While performing the duties of this job, the employee will regularly stand and walk, bend neck and back, use hands for repetitive grasping and pushing/pulling. The employee will frequently be required to sit for extended periods of time and use a computer screen and keyboard. The employee may occasionally be required to squat, kneel, and use hands for fine manipulation, climb stairs/ladder, lift and reach overhead, and lift/carry. The employee must regularly lift/carry up to 5 pounds and must frequently lift /carry up to 15 pounds. The employee will occasionally lift/carry a maximum of 25 lbs. The employee is occasionally required to push/pull a maximum weight of 200 pounds.

WORK ENVIRONMENT: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee regularly works in indoor conditions and regularly works near video display. The noise level in the work environment is usually moderate. The position constantly deals with frequent interruptions, demanding deadlines, and regularly deals with angry and distraught students, employees and community members.

WORK SCHEDULE

This position typically works, 8 hours per day, Monday through Friday, 216 days per year

REPORTING RELATIONSHIP

This position reports to and is evaluated by the building Principal and/or Assistant Principal.

REPRESENTATION

Federal Way Education Association – Education Support Professionals (FWEA-ESP)

LEVEL OF COMPENSATION

Level 6 on the FWEA-ESP Salary Schedule

CLASSIFICATION HISTORY

Updated 7/2016
Updated FWEA-ESP jd review 11/2019

Disclaimer
The preceding list is not exhaustive and may be supplemented as necessary. The statements contained herein reflect general details as necessary to describe the principal functions of this job, the scope of responsibility and the level of knowledge and skills typically required but should not be considered an all-inclusive listing of work requirements, skills or duties so classified. All personnel may be required to perform duties outside their normal responsibilities from time to time as needed.

All employment open positions are made available on a nondiscriminatory basis without regard to race, color, creed, religion, sexual orientation, national origin, gender, age, disability or veteran status.

Job descriptions are written as a representative list of the ADA essential duties performed by the entire classification. They cannot include, and are not intended to include, every possible activity and task performed by every specific employee.