Classified: Office Manager of Deputy Superintendent/Chief

TITLE: Office Manager of Deputy Superintendent/Chief FTE: 1.0

FLSA STATUS: Exempt

WORK CALENDAR: 260-262 days

COMPENSATION: Classified Exempt Compensation Guide (Starting Salary: $56,697)

ESSENTIAL DUTIES AND RESPONSIBILITIES

1.

Manages the Deputy Superintendent/Chief’s calendar; schedules appointments, conferences and meetings

2.

Provides support and training to Office Managers and site Administrative Assistants

3.

Handles travel requirements; coordinates registrations, transportation and lodging arrangements for Deputy Superintendent/Chief and others administrators and staff in the department

4.

Attends meetings, as requested by the Deputy Superintendent/Chief; records and transcribes minutes of meetings as required; distributes copies as appropriate

5.

Assist with public records requests

6.

Maintains budgets, office supplies and processes all requisitions for department

7.

Responds to parent and/or community concerns. Works with the schools and departments to solve concerns of parents and community that have been directed to the Deputy Superintendent

8.

Assists with board agenda items including field trip requests

9.

Assist with organization, set-up, scheduling and communication of classified/certified staff trainings

10.

Acts as a backup for Executive Assistant to Superintendent and Governing Board, as requested

11.

Perform a variety of clerical duties to provide support and assistance to the Deputy Superintendent/Chief and department including entering EPARS and collecting timesheets

12.

Represents consistently the District in a positive and professional manner

13.

Maintains confidentiality of information regarding students, staff, parents and school issues

13.

Provides a welcoming atmosphere in all areas of responsibility

14.

Performs responsibilities in an ethical and professional manner

15.

Maintains punctual and regular attendance

16.

Performs other job related duties as assigned, including special project support

KNOWLEDGE, SKILLS AND ABILITIES REQUIRED

To perform the job successfully, an individual must be able to perform each essential duty satisfactorily. The qualifications for this job description are representative of the knowledge, skill and/or ability required.

Education / Certificate

1. Must possess a high school diploma but a college degree is preferable

2. Must have and maintain a valid IVP Fingerprint Clearance Card

Experience/Qualifications

1. Minimum four years of progressive secretarial experience

2. Superior time management and organizational skills

3. Ability to work well with others and with minimal supervision

4. Must be 21 years of age or older upon hire

Communication Skills

1. Strong writing, literacy and communication skills; uses effective communication strategies to interact with a variety of audiences

2. Must possess ability to work cooperatively with parents, students, administrators, faculty, staff and general public

3. Bilingual communication is beneficial

Computer/Technology Skills

1. Knowledge of Google Suite

2. Must possess basic computing and clerical skills

3. Must possess Microsoft Office experience

PHYSICAL DEMANDS

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

1. Must be able to lift and carry materials and packages weighing up to 15 pounds

2. Must be able to push, pull or otherwise move boxes and materials

3. Prolonged periods sitting at a desk and working on a computer

WORKING CONDITIONS

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

1. Must be able to tolerate a semi-private working environment

2. Must be able to multitask

3. Must be able to obtain District certificate for driving a District vehicle

4. Must be able to be flexible with work hours

1-202 – EQUAL EMPLOYMENT OPPORTUNITY

The District provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability or genetics. In addition to federal law requirements, the District complies with applicable state and local laws governing nondiscrimination in employment. The District expressly prohibits any form of workplace discrimination or harassment based on race, color, religion, gender, sexual orientation, gender identity or expression, national origin, age, genetic information, disability, or veteran status.