Job Description: Elementary Office Coordinator

SALARY:

Classified salary schedule, range 34. Initial placement shall be determined according to training and experience; maximum salary placement shall be at mid-range. This position is covered by employee selected insurance plan and other fringe benefits such as holidays, vacation and sick leave.

DEFINITION:

Under the direction of the principal, perform and prioritize a wide variety of clerical and secretarial duties to coordinate school office activities and assist the principal in a variety of administrative tasks; perform public relations and communications services for the principal.

EXAMPLES OF DUTIES

Coordinate a variety of office activities to assist the principal in administrative tasks; prepare and accurately maintain a variety of reports, records and files relating to students, staff, operations and activities. Receive information of technical or confidential nature and maintain confidentiality of privileged and sensitive information. Provide secretarial support to the principal; compose routine correspondence independently; prepare communications; schedule appointments and staff meetings as requested; open, route and sort mail. Train and provide work direction to clerical personnel and student workers as assigned; monitor workflow and adjust duties as needed to complete assignments in a timely manner. Interview and screen callers and visitors including students, teachers, administrators, vendors and the public. Provide information concerning school policies, procedures, actions, activities and schedules as appropriate; serve as primary contact and maintain positive communications with staff, students, parents and others. Type memos, bulletins, newsletters and notices; compose correspondence independently and from rough draft or verbal instructions. Maintain school calendar and serve as a coordinator of events; schedule various activities including testing, enrollment, appointments and others. Collect, compile, organize and record a variety of data related to enrollment, personnel, equipment inventory and student activities; prepare and maintain related records, files and logs; establish, modify and maintain filing. Input and generate attendance data; distribute reports as required; reconcile and adjust attendance reports and submit to District office; contact parents or guardians to report and verify excused and unexcused absences; maintain log and files to track excessive tardies or absences. Prepare, monitor, maintain and process statistical and financial information including budget and payroll data as assigned; track employee absences and prepare related reports; maintain and type confidential personnel files; distribute paychecks. Arrange for substitute teachers to cover authorized teacher absences; verify with the District and complete paperwork for absent teachers; provide keys, time cards and substitute orientations; receive and process travel vouchers and mileage reports. Register, release or transfer students; complete enrollment information and maintain related records and lists. Attend meetings; prepare notices of meetings, agendas, prepare and distribute minutes of meetings; prepare materials for distribution at meetings. Maintain, distribute and collect keys to school facilities or offices; maintain records of keys issued to staff. Provide first aid to ill and injured students in place of school health assistant as assigned; contact parents, guardians, and nurse or public service agencies in accordance with established guidelines; dispense medication as prescribed by doctors; maintain log and document all services provided while working in school health assistant's absence. Operate a variety of office equipment including typewriter, calculator, copiers, computers, facsimile and other school office machines. Requisition, receive, store and distribute supplies and office materials; assure adequate supplies and forms to support office operations and classroom supplies; tag items for repair and arrange for repairs of facilities or equipment as needed; maintain a log and enter work orders into the computer. Oversee bus-related matters, lunch counts, in-services, audio-visual identification and other activities as assigned by the position. Provide secretarial assistance to faculty and staff as needed. Perform related duties as assigned.

EMPLOYMENT STANDARDS:

Education and Experience: Any combination equivalent to graduation from high school supplemented by courses in office practices and three years of increasingly responsible clerical and secretarial experience involving frequent contact with the public. Bilingual Spanish preferred.

Knowledge and Abilities: Knowledge of office management techniques; modern office practices, procedures and equipment; record-keeping techniques; health and safety regulations; correct English usage, grammar, spelling, punctuation and vocabulary; oral and written communication skills; interpersonal skills using tact, patience and courtesy; telephone techniques and etiquette; basic first aid techniques; operation of standard office machines including computer terminal and data entry techniques using a variety of software programs; laws, rules, regulations involved in assigned activities. Ability to perform a wide variety of clerical and secretarial duties to coordinate school office activities and assist the principal in a variety of administrative tasks; perform public relations and communications services for the principal; add, subtract, multiply and divide quickly and accurately; compose correspondence independently; type at 45 words net per minute from clear copy (verified with application); work independently with little direction; establish and maintain cooperative and effective working relationships with others; interpret, apply and explain rules, regulations, policies and procedures; operate a variety of office machines including typewriter, computer, calculator, copier and facsimile; work confidentially with discretion; perform duties with constant interruptions; maintain good public relations with students, parents, teachers and the public; meet schedules and time lines; plan and organize work; train and provide work direction to others; compile and maintain accurate records and prepare reports; work confidentially with discretion; communicate effectively both orally and in writing; administer first aid to ill or injured children as needed.

Licenses and Other Requirements: Valid First Aid Certificate as required.

Physical Abilities: Hearing and speaking to exchange information in person or on the telephone; dexterity of hands and fingers to operate a computer keyboard; seeing to read a variety of materials; bending at the waist, kneeling or crouching to store or retrieve materials; sitting or standing for extended periods of time; reaching overhead, above the shoulders and horizontally to reach and store supplies and equipment.