Office Manager - Central Administration JobID: 11411 Position Type: Admin Support: Secretarial/Central Administration Date Posted: 12/13/2024 Location: Educational Service Center Date Available: Upon Hire Closing Date: 12/27/2024 Hours per Day: 8 hours a day / $34.11 - $38.40 hourly DOE Days of the Week: Monday,Tuesday,Wednesday,Thursday,Friday Shift Times: 7:30 a.m. to 4:30 p.m. Days per Year: 260   Additional Information: Show/Hide This position has been reposted 12/13/2024 POSITION SUMMARY: The Office Manager plays an important role in maintaining positive public relations with staff, students, parents and the community. The individual in this position performs a variety of duties to assist department administrators in technical as well as routine administrative tasks, and is the primary liaison between administrators, staff, community, and special interest groups. This position will perform an advanced level of secretarial and administrative duties as well as handle a broad scope of student, employee, parent, school and District confidential information. He/she will be responsible for ensuring smooth management of a department office and other secretarial functions within the building. The individual in this position will be required to exercise independent decision-making abilities and make decisions within parameters established with the Administrator. This position may also be responsible for coordinating budget, financial, and accounting functions. ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. This list is meant to be representative, not exhaustive. Some incumbents may not perform all the duties listed while in other cases related duties may also be assigned. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. * Provide secretarial services to the department's administrators including, but not limited to, routine correspondence, confidential communications, evaluations, and screening and handling incoming telephone calls. May provide secretarial support for other management positions within the department. * Provide financial support for departmental budgets, including grants, resale and any other special funding available to the department. In some departments, this may require handling of large sums of money, bank reconciliation, procurement card reconciliation and monitoring of budget status. This position will, in most cases, be responsible for ensuring that expenditures are kept within budgeted amounts. This also includes responsibility for preparation of purchase orders, time sheets, reimbursements, and other documents related to the financial function. * Provide assistance with annual budget preparation, including, but not limited to FTE calculation, spending analyses from previous year(s), and preparation of budget proposal for submission to Business Services. * Provide database management and reporting requirements associated with individual department's needs. * Act as liaison between department administrators and district staff, parents, and community at large. This position should be available to staff, students, and the community for answering questions and promoting good public relations. * Must be familiar with and meet deadlines associated with District, State, or Federal regulations related to individual department's activities. * Make decisions and resolve problems in the absence of, or on behalf of, the department administrator. * Coordinate duties of other departmental office personnel and ensure the department's office area is a warm and welcoming environment. Ensure that all critical secretarial functions of department areas are assigned and covered, and if necessary, provide direction to other office personnel for establishing priorities. * Support Administrators using district software in posting and hiring staff. This includes preparation, tracking, and adjustments of human resources and/or payroll records. OTHER RESPONSIBILITIES: * Maintain calendar and schedule appointments and meetings for department administrators. * Attend meetings or other administrative activities for the purposes of taking minutes and/or notes. * Assist the coordination of department meeting and special events. * May provide support for professional develop and/or conference registration and/or travel arrangements for administrators and staff. * Support Administrators using district software in posting and hiring staff. This includes preparation, tracking, and adjustments of human resources and/or payroll records. * May order and track supplies for building. * Responsible for office equipment and reporting problems to the appropriate department and vendor. * May provide support for professional develop and/or conference registration and/or travel arrangements for administrators and staff. * Responsible for office equipment and reporting problems to the appropriate department and vendor. * Coordinate annual physical inventory of department equipment. * Coordinate daily use of substitutes. * Multilingual staff member may be asked to translate within their scope of work. REQUIRED QUALIFICATIONS: Education and Experience High school diploma or equivalent Three (3) years of increasingly responsible secretarial or administrative assistant experience ADDITIONAL REQUIREMENTS: Microsoft WORD, EXCEL, and POWERPOINT Database Management Positive Evaluations PREFERRED QUALIFICATIONS: Associate's Degree Knowledge of the District's current integrated accounting system Knowledge of the District's Student Information software CONDITION OF EMPLOYMENT: Criminal background clearance Valid Washington State Driver's License Work scheduled hours on a consistent basis KNOWLEDGE OF: School board policies and procedures Microsoft WORD, EXCEL, and POWERPOINT Microsoft Publisher, or other newsletter software Database Management District, State, or Federal regulations related to individual department's activities Best practices in Leadership skills and managing people ABILITY TO: Organize and perform job responsibilities efficiently and independently without close supervision and able to pay strict attention to detail Perform safety responsibilities while under pressure. Demonstrate basic knowledge of modern technology and willingness and ability to increase knowledge to proficiency Speak, read and follow written or verbal communications: able to proofread Exhibit proper telephone etiquette Practice effective safety and security within individual work routines Remain flexible; able to cope with frequent interruptions as part of a daily routine, to multi-task and shift priorities to meet required deadlines Develop and maintain positive customer relations with staff, students, parents, and the public in a multicultural and multiracial community. Cope with and assist angry or distraught students, parents, and other community members Work collaboratively with District staff and promote teamwork with co-workers Practice ethical and professional standards of conduct including the requirements of confidentiality Abide by Federal Way Public Schools' Policies and Procedures Perform the essential functions of the job with or without reasonable accommodations REQUIRED KNOWLEDGE, SKILLS AND ABILITIES RELATED TO CULTURAL COMPETENCE AND EQUITY: Knowledge/awareness of own cultural identity and how this influences behavior, and desire to learn about the cultural identity of others. Ability to establish and nurture an environment that promotes cultural competence and equitable treatment of staff, students, and patrons of the District. Ability to understand and hold self and others accountable for promoting the Federal Way Public Schools' commitment to "Each Scholar: A Voice. A Dream. A Bright Future." Ability to recognize that each person is a unique individual even as we celebrate their group cultural heritage. PHYSICAL DEMANDS: The physical demands 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 will regularly stand and walk, bend neck and back, use hands for repetitive grasping and pushing/pulling. The employee will frequently be required to sit for extended periods of time and use a computer screen and keyboard. The employee may occasionally be required to squat, kneel, and use hands for fine manipulation, climb stairs/ladder, lift and reach overhead, and lift/carry. The employee must regularly lift/carry up to 5 pounds and must frequently lift /carry up to 15 pounds. The employee will occasionally lift/carry a maximum of 25 lbs. The employee is occasionally required to push/pull a maximum weight of 200 pounds. WORK ENVIRONMENT: The work 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. While performing the duties of this job, the employee regularly works in indoor conditions and regularly works near video display. The noise level in the work environment is usually moderate. The position constantly deals with frequent interruptions, demanding deadlines, and regularly deals with angry and distraught employees and community members. WORK SCHEDULE This position typically works, 8 hours per day, Monday through Friday, 260 days per year vary depending on the department and budget allocations. REPORTING RELATIONSHIP This position reports to, and is evaluated by, an appropriate department Administrator. REPRESENTATION Federal Way Education Association - Education Support Professionals (FWEA-ESP) LEVEL OF COMPENSATION Level 6 on the FWEA-ESP Salary Schedule. This position includes the following benefits prorated based on FTE - Medical, dental vision, sick and vacation leave, life insurance, professional development dollars, retirement. CLASSIFICATION HISTORY Updated 7/2016 Updated FWEA-ESP job review 11/2019 Disclaimer The preceding list is not exhaustive and may be supplemented as necessary. The statements contained herein reflect general details as necessary to describe the principal functions of this job, the scope of responsibility and the level of knowledge and skills typically required, but should not be considered an all-inclusive listing of work requirements, skills or duties so classified. All personnel may be required to perform duties outside their normal responsibilities from time to time as needed. All employment open positions are made available on a nondiscriminatory basis without regard to race, color, creed, religion, sexual orientation, national origin, gender, age, disability or veteran status. Job descriptions are written as a representative list of the ADA essential duties performed by the entire classification. They cannot include, and are not intended to include, every possible activity and task performed by every specific employee.