Burbank Unified School District

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Nov 15, 2018 - business and office machines including typewriter, calculator, mimeograph, xerox machines and other copiers, and communications equipment ...


Office of Human Resources Services


Members of the Board of Education


Sarah Niemann, Assistant Superintendent, Human Resources Services


Cindy Quiterio, Executive Assistant, Human Resources


Cindy Quiterio, Executive Assistant, Human Resources


November 15, 2018


Approval of New Job Description for School Office Manager-Alternative School and Posting the Newly Established Position

Background: The job description for School Office Manager-Alternative School will be established to reflect the current needs of the site. This position will streamline the operations of the site and will more clearly align with the needs of the program. Discussion/Issues: The establishment of the job description for School Office Manager-Alternative School will allow for Community Day School to have clerical support. Fiscal Impact: Salary placement for the School Office Manager-Alternative School will be on Rage 43 of the Schedule of Classified Monthly Salary, with a cost of approximately $33,659 per year. Recommendation: Sarah Niemann, Assistant Superintendent, Human Resources Services, recommends that the Board of Education approve the new job description for School Office Manager-Alternative School and posting the newly established position, as presented.


CLASS TITLE: SCHOOL OFFICE MANAGER-ALTERNATIVE SCHOOL BASIC FUNCTION: Under the direction of the Principal, organize, coordinate, schedule and perform office functions at an alternative school where the programs and activities are complex and diverse; serve as secretary to the staff and coordinate communications between administrators, District and site personnel, parents, students and the general public. REPRESENTATIVE DUTIES: Provide administrative assistance to the staff, make, schedule and arrange appointments, meetings and conferences. Take and transcribe, using any form of dictation or notetaking skills, correspondence, reports, bulletins or memoranda. Maintain confidentiality related to information of students, parents and personnel. Assist the Principal in routine administrative duties and in the Principal's absence, use independent judgement to determine appropriate course of action regarding emergency situations. May collect, input, maintain, save and provide accurate, up-to-date computerized information regarding enrollment/clearance, attendance, identification/emergency information, class lists, free/reduced lunch program, and other pertinent data as required. Prepare the certificated and classified payroll; maintain accurate absence records and reports and prepare substitute time sheets. Arrange for guest teachers. Provide keys, orientation, directions, and assistance including pertinent attendance information and registration procedures to new and guest teachers. May enroll new students. Prepare, complete, and process student permits and transfers. Check new enrollees for immunization, residency, guardianship, and immigration requirements. Prepare and maintain a variety of records, files and reports related to payroll and personnel, industrial accidents, maintenance and operations, class coverage, attendance, supplies and inventory, vandalism, facility use and State and District-mandated reports and forms. Answer phones and greet visitors; take and relay messages; provide information to students, parents, faculty and site personnel. Apply and explain District policies and school procedures and regulations including health requirements and necessary forms in the absence of health personnel; refer to agreements for classified and certificated personnel as needed.

Coordinate and facilitate communications and serve as liaison between District and site personnel, other school districts, parents, students, school and community organizations, police department, businesses and the general public. Compile and organize information for the Principal; compose and respond to routine correspondence; open, sort, review and route District and U.S. Mail including bulk mailings. May administer first aid and authorized medications in accordance with established policies and guidelines; maintain composure and respond effectively in emergency situations taking appropriate action. Operate computer and/or word processing hardware and software as well as a variety of business and office machines including typewriter, calculator, mimeograph, xerox machines and other copiers, and communications equipment. Inventory, order, receive and distribute a wide variety of supplies, equipment, textbooks, materials, student nutrition and lunch meals and special items requested by faculty; ensure receipt and proper distribution. Ensure that office and classroom machines function properly and arrange repairs as needed. Perform cashiering duties as needed. May organize, prepare and maintain the calendar for school and outside events; schedule and arrange the use of campus facilities by school, public and community groups. Type from notes, rough draft or verbal instructions a variety of written materials including correspondence, bulletins, forms, lists, memoranda, calendars, requisitions, records, reports, confidential material, maintenance memos, schedules, school programs, and evaluations. May organize and coordinate a wide variety of clerical and other office functions and activities related to the administration of diverse programs and operations at a satellite school; prioritize and schedule duties and assignments to assure efficiency and effectiveness and meet established time lines. Establish and organize the key distribution system for school buildings, facilities and classrooms; determine individual needs for keys; check keys in and out and maintain appropriate records. Perform other duties as assigned related to job description. KNOWLEDGE AND ABILITIES: Organization and management of a satellite school office. Secretarial, clerical and administrative assistance duties required to support an assigned administrator. Coordination of office aspects of diverse programs and activities. Organizational skills and public relations techniques. Financial and statistical record-keeping.

Modern office practices, procedures and equipment. Record-keeping techniques. Oral and written communication skills. Telephone techniques and etiquette. Correct English usage, grammar, spelling, punctuation and vocabulary. Interpersonal skills using tact, patience and courtesy. Basic First Aid procedures. Health, sanitation, and safety regulations pertaining to position. District organization, operations, policies, collective bargaining agreements, and objectives pertaining to position. Applicable sections of State Education Code and other applicable laws. District disaster preparedness procedures. Computer hardware and software related to position. ABILITY TO: Work independently with little direction. Organize, coordinate and prioritize a wide variety of clerical and secretarial activities and functions in the administrative office of a satellite school. Assist a Principal in administrative details and respond to routine inquiries. Organize, schedule and maintain calendar for diverse activities, programs and events. Coordinate and facilitate communications between District and site personnel, students, parents, community organizations and the general public. Add, subtract, multiply and divide quickly and accurately. Understand and follow oral and written directions. Communicate effectively with students, parents, staff and administration. Read, apply and explain rules, regulations, policies and procedures pertaining to position. Complete work with many interruptions. Work confidentially with discretion. Maintain records and prepare reports. Type at 30 words net per minute from clear copy. Take and transcribe from notes or any form of dictation accurately. Work cooperatively and effectively with others. Analyze situations accurately and adopt an effective course of action. Maintain food service facilities in a clean and sanitary condition. Collect money and make change accurately. Follow sanitary and safety standards required in food handling. Meet schedules and time lines. Plan and organize work.

EDUCATION AND EXPERIENCE: Any combination equivalent to: graduation from high school including or supplemented by course work in business, office management or related field and two years of increasingly responsible clerical and secretarial experience involving public contact. LICENSES AND OTHER REQUIREMENTS: Valid First Aide Certificate within six months of employment. WORKING CONDITIONS: Alternative school office environment subject to demanding timelines and constant interruptions.


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