Pay Grade:                       3560

Position Control:              3065      

Department:                     Business Services

Accountable To:               Internal Auditor

FLSA Status:                     Exempt

Creation/Revision Date:               

Summary:

Under general direction, incumbent contributes with the oversight of the school offices including providing feedback to office manager and school administration, developing district-wide school office procedures, facilitating meetings and trainings of school office staff, and coordinating with District departments and schools. Moreover, incumbent organizes and participates in the hiring of school office staff and coordinates coverage for vacancies and/or long-term absences.

Essential Functions:

• Contributes with the oversight of the school office, including monitoring services, providing feedback to office manager and school administration, developing and maintaining a school office procedural manual, coordinating with District departments and schools, participating in committees, and identifying and resolving school office-related problems.
• Coordinates and participates in the hiring of the school office manager and assists with the hiring of office technician positions when needed.
• Develops and facilitates applicant screening and pre-assessments.
• Coordinates coverage for long term absences and vacancies.
• When necessary, serves as the office manager position when it is vacant and during long term absences by handling all office-related functions.
• Assists with the reconciliation of school and central registration data.
• Assists the internal auditor by conducting audits of school office functions and procedures.
• Generates and provides audit findings, reports, and recommendations to the internal auditor.
• Acts as liaison between the school offices and central registration to include providing procedural recommendations, solving concerns, assisting with the training of procedures, and following up with clarification.
• Provides professional development, coaching and training to school office staff.
• Manages scheduling processes for schools.
• Trains office staff to enter sections and analyze master schedules to ensure accurate entry into the Student Information System.
• Organizes District areas to ensure oversight and accuracy of entered sections and all guidelines and guardrails are met.
• Works with school administration to determine specific training needs for office staff.
• Facilitates the school office manager meetings to include scheduling meetings, determining agenda, generating minutes, identifying training needs, and providing professional development.
• Coordinates with various district-level departments to include seeking training opportunities for school office staff.
• Works in the central registration office when necessary. Handles the registration and performs data entry into school related systems and databases. Provides specialized student registration information, makes final checks on various types of data and reports, makes changes as necessary, obtains supporting documentation, performs data entry, and researches errors and completes processes.
• Performs other duties as required.

Required Qualifications:

To be eligible for this position, an applicant must meet the following required qualifications. Verification of these required qualifications is necessary.

• High School Diploma or G.E.D.;
• Two years of school office manager or related experience.

Preferred Qualifications:

It is preferred that applicant possesses the following preferred qualifications; however, the following qualifications are not required to be eligible for this position.

• Associate’s degree in Business, Management, or related experience;
• Two years of supervisory experience;
• Five years of office administrative experience;
• Proficiency in English and a target language.

Knowledge and Skills 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. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Skills required, but not limited to, for this position include:

• Applying general office practices and procedures;
• Applying supervisory principles and practices;
• Making decisions and resolving problems;
• Applying proper grammar and writing techniques;
• Applying finance and budgetary applications;
• Utilizing and applying basic accounting practices;
• Working independently to meet priorities and deadlines;
• Complying with applicable laws and regulations;
• Maintaining records;
• Collecting data;
• Staying current on district policies and procedures;
• Problem solving;
• Understanding of school programs;
• Demonstrating and modeling active listening skills;
• Maintaining confidentiality (Federal Privacy Act);
• Using computer software programs including MUNIS, Synergy, and Microsoft Word, Excel and PowerPoint;
• Engaging and encouraging communication skills while interacting with supervisors, staff, students, etc. to exchange information.

Physical Requirements:

The physical requirements 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 is regularly required to sit; use hands to finger, handle, or feel and talk or hear. The employee is occasionally required to stand; walk; reach with hands and arms; climb or balance; stoop, kneel, crouch, or crawl and taste or smell. The employee must regularly lift and /or move up to 10 pounds, frequently lift and/or move up to 25 pounds and occasionally lift and/or move up to 50 pounds. Specific vision abilities required by this job include Close vision, Distance vision, Peripheral vision, Depth perception and Ability to adjust focus.

Working Conditions:

The working 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. The noise level in the work environment is usually moderate.

The Washington Elementary School District is an Equal Employment Opportunity Employer in compliance with Title VI of the Civil Rights Act of 1964, Civil Rights Act Title VII of 1972, Title IX of the Education Amendments of 1972, Section 504 of the Rehabilitation Act of 1973 and the Americans with Disabilities Act (ADA) of 1990. Washington Elementary School District does not discriminate on the basis of race, color, religion, national origin, sex, sexual orientation, gender identify or expression, disability or age in employment or in any of its educational programs or in the provisions of benefits and services to students. For information regarding discrimination grievance or complaint procedures contact the Executive Director for Human Resources at 602.347.2801