Office Coordinator at Pine Hill Elementary School

2 weeks ago

Cottage Grove, United States South Washington County Schools, ISD 833 Full time
POSITION: Office Coordinator
12 Months - Class 7 - 8 hours per day
HOURS: 7:00 a.m. - 3:30 p.m. with hour unpaid lunch
LOCATION: Pine Hill Elementary School
STARTING PAY: $19.91 per hour (Step 1)
ANTICIPATED START DATE: March 12, 2024
AVAILABLE FOR APPLICATION: Open until filled

POSITION SUMMARY:

This position provides coordination in the overall operation of the school office to provide support to the principal, students, building staff, parents/guardians, and district staff in matters pertaining to the established procedures for the education of the students within each building.

PRIMARY JOB FUNCTIONS:
General Office Functions
  1. Assist students, staff, and parents, including: greet people entering the office; assist with directions, information, provide positive and friendly customer service in person and over the telephone. Remain cheerful, calm and professional in all situations
  2. Provide clerical support, which may include:
    1. Calendar and schedule maintenance for supervisor
    2. Correspondence/flyer distribution
    3. Data entry
    4. Copying
    5. Infinite Campus support
    6. Filing
    7. Composing correspondence and spreadsheets using Word, Excel and Outlook
  3. Maintain confidentiality and data privacy for employees and students.
  4. Treat students and staff with fairness and equity. Understands and supports students and staff with varying cultural, ethnic, sexual orientation, religious, and/or language backgrounds.
  5. Other duties as assigned.

Department Specific Job Functions
  1. Order and maintain office, department and classroom supplies.
  2. Assist with student scheduling including Kindergarten, sections, enrollment and withdrawal
  3. Coordinate substitutes for building by utilizing the substitute calling system and distributing keys, badges, lesson plans and payroll vouchers.
  4. Assist the health office by providing coverage during lunch and breaks, assist during busy times, administer medications and provide minor first aid.
  5. Provide coverage for essential parts of other clerical positions that need to be maintained over holidays and summer break.
  6. Collect, verify, code and obtain approval for payroll vouchers and submit to Human Resources/Payroll.
  7. Coordinate key distribution in the building and maintain accurate records.
  8. Operate and maintain automated phone-calling system.
  9. Update pages on school's newsletter, as necessary
  10. Update announcements and other information using multiple methods
  11. Maintain all building fund accounts, prepare reports for auditing purposes, prepare purchase orders, collect fees and records, distribute all supplies and equipment, and communicate with finance department.
  12. Assist with standardized testing distribution process.
  13. Collect and maintain student information in accordance with district and state requirements.
  14. Communicate regularly with parents and staff.
  15. Process all student changes for the building under the direction of the principal.
  16. Initiate postings, PAFs (Personnel Action Form), and various Human Resources forms, as directed by Principal.
  17. Provide general work direction for office staff.

JOB SPECIFICATIONS (EDUCATION, LICENSE, EXPERIENCE, KNOWLEDGE, SKILLS, AND ABILITIES): Required:
  1. High school diploma or equivalent for all new hires after July 1, 2006.
  2. Skills assessment in accordance with established OPEIU testing process.
  3. Actively participates in district-sponsored training when offered.
  4. Demonstrates involvement in continuous improvement, both personal and district-wide.
  5. Excellent customer service skills in person and on the phone.
  6. Proven organizational skills with strong attention to detail and ability to multi-task.
  7. Excellent written and verbal communication skills.
  8. General clerical skills that include working knowledge of Excel, Word, Infinite Campus, Outlook
  9. Basic accounting skills.
  10. Prompt, regular and reliable attendance.
  11. Communicates with students, parents, co-workers, supervisors, and the community in a positive and responsive way that is consistently welcoming and enhances effective work relationships.
  12. Demonstrates an appreciation of diversity in all interactions and job functions
  13. No written reprimand or higher within the past 12 months.
  14. Not on a Performance Improvement Plan (e.g. Job Target and/or Plan of Assistance)
  15. Must take part in a standardized interview process conducted by HR and the Department/Building Administration. A score of 70% is required to pass the interview. If the bidder does not meet the minimum threshold to pass the interview, the next qualified bidder will be invited to interview.

Desired:
  1. Demonstrable proficiency in mail merge and label creation.
  2. Demonstrable skill and proficiency using any data base (Access preferred).
  3. Multi-line phone system experience.
  4. Experience in a school setting.
  5. Knowledge of special education and due process.
  6. Experience with Infinite Campus
TESTING: Candidates must pass the qualifying test prior to bidding. Successful candidates must have a qualifying score in each of the following testing areas to be considered for the position: Excel, Word, Basic Office Skills and Following Written Instructions.

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