CATEGORY: Non-Exempt POSITION STATUS: Full Time
Essential Functions
● Manage the operation of the central school office. Greet parents, students and visitors entering the office, provide assistance and take messages and/or direct them to appropriate personnel. Monitor visitors sign in and out daily.
●Answer incoming telephone calls for the purpose of screening calls, transferring calls, responding to inquiries and/or taking messages. Respond to inquiries from a variety of internal and external parties (e.g. Diocese staff, other schools, general public, students, parents, etc.) for the purpose of providing information, facilitating communication among parties and/or providing direction.
●Coordinate Students attendance reporting:
a.Take calls and emails from parents/guardians regarding absent or late students;
b.Call parents/guardians who have not reported their student(s) absent;
c. Process incoming students after an absence and/or tardy by using admit slips and tardy slips;
d.Resolve Attendance reports each period by accounting for any discrepancies, and distributes a period attendance report;
e.Maintain all student attendance files;
f. Make necessary attendance changes in PowerSchool to reflect “excused” or “unexcused” absences and oversee filing of individual attendance documents (e.g. Parent notes, physician's notes, etc.);
g.Prepare final attendance report at the end of each school day;
h.Send letters to parents/guardians of students who have failed to bring a parent excuse note for an absence or tardy;
i. Enter into PowerSchool all absence related to sports, retreats, rallies, field trips and any absences considered excused and related to school activities;
●Work with Administration/Faculty/and approved off-campus vendors to help them distribute information or other materials (e.g. letters, memorandums, reports, student event photos, school team pictures, transcripts etc.). Disseminating information and items in compliance with established administrative guidelines;
●Perform secretarial support for the Administrative Staff (e.g. photocopying, faxing, mailings, etc.) for the purpose of ensuring the operational needs of the Administrative Team;
●Schedule appointments, type/enter into word processing written communication and process mail for the Principal, Assistant Principal and the Dean;
●Manage the School Bell system and Bell schedule;
●Supervise student office assistants and oversee their work and work load;
●Receive all mail, UPS, federal express and other shippers deliveries to the front office;
●Sort school mail and place in appropriate mailboxes;
●Supervise and monitor behavior of students who come (or are sent) into the front office;
●Provide for ill or injured students by: assessing their illness/injury, contacting student’s parents/guardian, administer first aid, contact emergency medical help when necessary. Store and dispense Student medication as authorized;
●Maintain office equipment (e.g. Postage/Fax machine and on occasions the Copier); Order office machine supplies, troubleshoot problems with office equipment, Maintain office machine updates as needed, call for service as necessary, monitor funds and usage;
●Assist Dean with disaster drills as needed;
●Become the backup coordinator for arranging substitute as needed;
●Oversee the timely opening and closing of the office each day. Ensure that all machines are off, windows and doors are locked, and all appropriate lights and heat are off;
●Perform a variety of related duties and special projects as assigned by the Administration.
Job Requirements: Minimum Qualifications
Education: High School diploma or equivalent.
Experience: Two years of broad, varied and increasingly responsible clerical service
Equivalency: Alternative combinations of advanced office training and work experience will be evaluated for comparability.
Required
Testing: Pre-employment proficiency test may be required
Skills, Knowledge and Abilities
The ideal candidate would have the following:
●Be a practicing Catholic with knowledge and understanding of the Catholic Church in general.
●Candidate must possess the ability to multitask and deal with changing job conditions. Specific skill-based competencies required to satisfactorily perform the functions of the job include: operating standard office equipment; using pertinent software applications (Business Phone system with extended console, Word, Spreadsheet, Google Suite, mail merge and PowerSchool) and preparing and maintaining accurate records.
●Knowledge is required to perform basic math, including calculations using fractions, percents, and/or ratios; read a variety of manuals, write documents following prescribed formats, and/or present information to others; and solve practical problems. Specific knowledge-based competencies required to satisfactorily perform the functions of the job include: commonly accepted office application software and machines; business telephone etiquette.
●Ability is required to gather and/or collate data; and use job-related equipment. Flexibility is required to independently work with others in a wide variety of circumstances; work with data utilizing defined and similar processes; and operate equipment using a variety of processes. Ability is also required to work with a diversity of individuals and/or groups. Problem solving is required to analyze issues and create action plans. Specific ability-based competencies required to satisfactorily perform the functions of the job include: Excellent Phone Skills, professional temperament and appearance; meeting deadlines and schedules; working with detailed information/data; communicating with diverse groups, dealing with distraught, angry and/or hostile individuals; able to work in a team environment, handle multi assignments consecutively and prioritize workload; maintaining strict confidentiality.
Other Preferred Skills and Knowledge:
PowerSchool, Google Suite, Microsoft Word, Excel, and Mail Merge and Business phone system with extended console.
Additional Requirements:
School office manager, like all other school employees, must pass a criminal background check and be fingerprinted, complete a required Shield the Vulnerable online course and possess or obtain a current TB (tuberculosis) test before gaining employment. This position will require CPR (certification cardiopulmonary resuscitation), AED (Automated External defibrillator) and First Aid training. OSHA required this position to have blood borne pathogen training. This position will require supervisor harassment training.
St. Patrick St. Vincent High SchoolOffice Manager Physical Job Description
Activity Summary and Working Conditions
ACTIVITY SUMMARY / HAZARDS, WORKING CONDITIONS, EQUIPMENT USED / COMMENTS
Please check the appropriate box indicating percentage of time for each activity. / Never / Occasionally (1 - 33%) / Frequently (34 - 66%) / Constantly (67 - 100%) / Indicate (YES or NO) if a particular hazard or working condition exists. / YES / NO / Comment on any of the noted items or any other physical or special requirement of the job.
Sitting / 75.00 / Driving vehicles / equipment / X
Standing / 5.25 / Operating equipment / machinery / X
Walking / 5.00 / Exposure to dust, gas, fumes / X
Crawling/Kneeling / .25 / Exposure to hazardous materials / X
Bending Over / .50 / Possible exposure to blood / body fluids / X
Reaching Overhead / .50 / Exposure to high noise levels / X
Balancing / Walking on uneven ground / X
Pushing/Pulling / .50 / Exposure to marked change in temp / X
Lifting / Carrying / Use of safety equipment (protective eyewear, earplugs) / X
10 lbs. or less / 1.00 / Hearing impairment acceptable / X
21 - 50 lbs. / 1.00 / Color vision impairment acceptable / X
over 50 lbs. / 0 / Clear vision required @ 20 inches or less / X
Skin/hands in water / .50 / Clear vision required @ 20 feet or more / X
Exposure to chemicals / 0
Foot Controls / 0 / LIST TYPES OF EQUIPMENT USED:
Business Phone system with extended Console, Computer, Copy machine, Postage machine, Fax Machine, Typewriter, Paper Folding Machine, Time clock Punch machine, PA paging/announcement system and School Bell System.
Repetitive hand use / 10.00
Firm Grasping / .50