Office Manager, Tointon Academy of Pre-Engineering
Greeley-Evans School District, Greeley, CO, United States
Office Manager
Office manager is responsible for overall support structures for staff, students, principal, and community. The position requires utilizing technology software programs such as Google, Infinite Campus, Infinite Visions, Absence Management, and other programs. Building relationships with students and families are a key part of the office manager position.
Essential Job Functions:
Monitors daily absences, maintains list of current substitutes and may coordinate coverage for unfilled positions.
Maintains positive relationship with substitutes. Contacts subs to prearrange. Assists subs to find assignments/lesson plans, helpful suggestions.
Training entire staff to use the substitute and leave of absence system and including composing training materials and keeping everyone informed as changes occur.
Responsible for accurate record keeping of all school accounts including personnel and payroll records.
Prepares monthly time and attendance reports.
Responsible for entering, monitoring and closing purchase orders. May include ordering warehouse orders.
Assists in preparation of school budget and maintains school budget by analyzing monthly reports and doing budget/revenue/expenditure transfers as needed.
Handles student fund account/s. Ensures that appropriate paperwork is completed for outside vendors, (i.e. contracts, W-9) and maintains relationship with vendors regarding school matters.
Reconcile P-card statements online and prepare reports with receipts.
Composes newsletters, correspondence and inter-school memos.
Maintains calendar of school activities. Copy and distribute items as needed.
Uses email to maintain communication between staff/ESB/parents.
Make sure staff members have proper forms available (i.e. leave requests, purchase orders, field trips, print shop, discipline, phone lists, ESB directory, and etc.).
Assist in developing staff schedule, including duty schedule. May be assigned to before/after school or lunch duty or be a substitute for absent duty people.
Maintains student database, including enrolling and withdrawing students. Develops and runs reports as necessary. Processes student records folders during the year. Maintains accurate class lists and distributes those lists to staff as needed.
Schedules appointments for principal. Responsible for Principal calendar, along with building use calendar and building events for staff, classrooms and a family calendar.
Aids in development of staff and student handbook. Collects and analyzes data for October count. Maintains Open Enrollment packets together, managing enrollment process, answers parent questions.
Acts as a administrative assistant to the principal. Field Trips ordering bus, communication with clinic and kitchen. Responsible to distribute building keys and keep a key record.
Serves as receptionist. Screens and routes incoming calls to appropriate individual or responds to questions from students, parents, and staff and community members. Operates personal computer and standard office equipment.
May train new personnel in the operation of equipment and/or computer software. Provides guidance, training, and supervision to office staff/teacher candidates/student workers. Assists/completes performance reviews for direct reports. Act as the backup to the Health Clerk.
Additional Qualifications:
Ability to maintain current e-mail systems including daily receiving and sending of messages.
Ability to perform routine administrative details without direction from supervisor.
Ability to efficiently perform duties with constant interruptions.
Ability to maintain effective working relationships with staff, students, parents and community.
Proficient in Windows, Microsoft Office products including, but not limited to Word, Excel, Publisher, Outlook and PowerPoint; Pinnacle, Internet abilities, Infinite Campus, Applitrack/Frontline, Adobe Acrobat, Calendar Program, as well as other job-appropriate software applications.
Excellent knowledge of bookkeeping and accounting procedures/practices preferred.
Flexibility and excellent public relations skills are of utmost importance.
Must have a broad knowledge of the location of everything and a history of equipment, families, staff and the staff at the ESB.
Excellent multi-tasking and record keeping abilities.
Proficient in the operation of office equipment.
Proficient in business English, spelling and office procedures.
Ability to perform work with high degree of accuracy.
Ability to maintain confidentiality.
Ability to perform all functions of the position. Bilingual skills helpful (English/Spanish).
Other Duties:
Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice. Regular attendance is required for this position.
Supervisory Responsibilities: None
Work Environment/Physical Demands: Ability to sit for long periods of time, numerous distractions, visual, auditory and ambulatory acuity important. Occasional lifting of up to 30 pounds. Travel: None
Office manager is responsible for overall support structures for staff, students, principal, and community. The position requires utilizing technology software programs such as Google, Infinite Campus, Infinite Visions, Absence Management, and other programs. Building relationships with students and families are a key part of the office manager position.
Essential Job Functions:
Monitors daily absences, maintains list of current substitutes and may coordinate coverage for unfilled positions.
Maintains positive relationship with substitutes. Contacts subs to prearrange. Assists subs to find assignments/lesson plans, helpful suggestions.
Training entire staff to use the substitute and leave of absence system and including composing training materials and keeping everyone informed as changes occur.
Responsible for accurate record keeping of all school accounts including personnel and payroll records.
Prepares monthly time and attendance reports.
Responsible for entering, monitoring and closing purchase orders. May include ordering warehouse orders.
Assists in preparation of school budget and maintains school budget by analyzing monthly reports and doing budget/revenue/expenditure transfers as needed.
Handles student fund account/s. Ensures that appropriate paperwork is completed for outside vendors, (i.e. contracts, W-9) and maintains relationship with vendors regarding school matters.
Reconcile P-card statements online and prepare reports with receipts.
Composes newsletters, correspondence and inter-school memos.
Maintains calendar of school activities. Copy and distribute items as needed.
Uses email to maintain communication between staff/ESB/parents.
Make sure staff members have proper forms available (i.e. leave requests, purchase orders, field trips, print shop, discipline, phone lists, ESB directory, and etc.).
Assist in developing staff schedule, including duty schedule. May be assigned to before/after school or lunch duty or be a substitute for absent duty people.
Maintains student database, including enrolling and withdrawing students. Develops and runs reports as necessary. Processes student records folders during the year. Maintains accurate class lists and distributes those lists to staff as needed.
Schedules appointments for principal. Responsible for Principal calendar, along with building use calendar and building events for staff, classrooms and a family calendar.
Aids in development of staff and student handbook. Collects and analyzes data for October count. Maintains Open Enrollment packets together, managing enrollment process, answers parent questions.
Acts as a administrative assistant to the principal. Field Trips ordering bus, communication with clinic and kitchen. Responsible to distribute building keys and keep a key record.
Serves as receptionist. Screens and routes incoming calls to appropriate individual or responds to questions from students, parents, and staff and community members. Operates personal computer and standard office equipment.
May train new personnel in the operation of equipment and/or computer software. Provides guidance, training, and supervision to office staff/teacher candidates/student workers. Assists/completes performance reviews for direct reports. Act as the backup to the Health Clerk.
Additional Qualifications:
Ability to maintain current e-mail systems including daily receiving and sending of messages.
Ability to perform routine administrative details without direction from supervisor.
Ability to efficiently perform duties with constant interruptions.
Ability to maintain effective working relationships with staff, students, parents and community.
Proficient in Windows, Microsoft Office products including, but not limited to Word, Excel, Publisher, Outlook and PowerPoint; Pinnacle, Internet abilities, Infinite Campus, Applitrack/Frontline, Adobe Acrobat, Calendar Program, as well as other job-appropriate software applications.
Excellent knowledge of bookkeeping and accounting procedures/practices preferred.
Flexibility and excellent public relations skills are of utmost importance.
Must have a broad knowledge of the location of everything and a history of equipment, families, staff and the staff at the ESB.
Excellent multi-tasking and record keeping abilities.
Proficient in the operation of office equipment.
Proficient in business English, spelling and office procedures.
Ability to perform work with high degree of accuracy.
Ability to maintain confidentiality.
Ability to perform all functions of the position. Bilingual skills helpful (English/Spanish).
Other Duties:
Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice. Regular attendance is required for this position.
Supervisory Responsibilities: None
Work Environment/Physical Demands: Ability to sit for long periods of time, numerous distractions, visual, auditory and ambulatory acuity important. Occasional lifting of up to 30 pounds. Travel: None