Agua Fria Union School District

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Administrative Office Manager

at Agua Fria Union School District

Posted: 9/9/2020
Job Reference #: 2519
Keywords: office, secretary

Job Description

Openings as of 9/18/2020
Secretarial/Clerical

  • Administrative Office Manager JobID: 2519
  • Position Type:
    Secretarial/Clerical/Administrative Office Manager

  • Date Posted:
    9/9/2020

  • Location:
    Agua Fria High School

  • Closing Date:
    09/30/2020

  •   Additional Information:


    Position Description: Administrative Office Manager

    Classified Exempt Initial Placement Compensation Guide
    Work Calendar: 12-month (260-262 Days)


    I. General Description:

    This position serves as secretary to the principal and performs specialized and complex secretarial procedures as required. Deals directly with students, parents, and other public visitors.

    II. Qualifications:
    1. Must possess high school diploma or equivalent supplemented by appropriate business courses.
    2. Must possess expert secretarial skills and techniques needed in a school setting.
    3. Must possess the ability to coordinate several activities at once.
    4. Ability to quickly analyze and resolve specific problems.
    5. Ability to cope and meet deadlines.
    6. Must possess a minimum of five years of secretarial experience, preferably in a school setting.
    7. Must pass a battery of secretarial tests with a high degree of proficiency.
    8. Must possess a loyalty to the District and its philosophy.
    9. Must possess a pleasant personality and a warmth for and understanding of children, staff, and parents.
    10. Must possess an ability to deal effectively with matters of confidentiality.
    11. Must possess a thorough knowledge in the use of standard office machines and personal computers.

    III. Duties and Responsibilities:
    1. Manages the daily operations of the Principal’s Office.
    2. Organizes and supervises the work flow of the Principal’s Office.
    3. Delegates matters of non-confidential activities to other support staff as needed to meet deadlines.
    4. Maintains punctual and regular attendance.
    5. Operates computers and other office equipment, prepares correspondence for administrators, staff and others as necessary.
    6. Completes reports (including monthly Principal’s report for the Governing Board), handles student records, prepares schedules, and prepares a variety of fiscal and statistical reports as requested.
    7. Manages distribution and return of school building keys.
    8. Answers phone, takes and relays messages, places outside phone calls for teachers, greets public, and responds to inquiries from parents, students, and school personnel.
    9. Maintains appropriate files as required.
    10. Maintains a daily working calendar schedule for principal, vice principal, and staff. Makes appointments, schedules meetings and notifies participants, including coordination of staff parties, new teacher meetings and luncheons.
    11. Orders supplies and keeps accounts as needed.
    12. Handles mail and all correspondence, including bulk mailings and confidential mail.
    13. Makes travel arrangements such as lodging, registration, and flight arrangements for staff and administrators.
    14. Supervises and trains student assistants.
    15. Trains hourly office employees (attendance, secretaries, etc.).
    16. Creates and distributes forms for office use.
    17. Serves as liaison between parents, community members, business salespeople and administration.
    18. Maintains up-to-date master calendar and bell schedule.
    19. Fills in for Nurse as needed for non-emergency care.
    20. Attends graduation meetings; organizes and arranges and orders necessary equipment, facilities, and personnel; updates graduation committee members regarding status of pending ceremony; and communicates the plan for graduation with faculty and staff in a timely manner.
    21. Supports new administrators during their transition period.
    22. Collects and edits classified personnel time sheets, requests to be absent, etc. and sends to District Office for payroll.
    23. Calls applicants to schedule interviews and prepares follow-up correspondence.
    24. Prepares documentation and correspondence for long term suspension hearings.
    25. Maintains confidentiality of information regarding students, staff, parents and school issues.
    26. Provide a welcoming atmosphere for students, staff, parents and community.
    27. Perform responsibilities in an ethical and professional manner.
    28. Performs other related duties as assigned.

    IV. Status:

    FLSA-Exempt






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