K-8 Operations/Finance

JOB TITLE: K-8 OPERATIONS/FINANCE

SUMMARY:

• The job of "School Secretary/Office Coordinator" is a support position for the purpose/s of maintaining overall school site operations and administration in conformance to MLA’s objectives including Reynolds School District and State of Oregon requirements.
• Responsible for providing assistance to the Principal and Executive Director for written support and/or conveying information in an accountable capacity.
• Reports to Principal and Executive Director for various functions as required.
• Ensures required reporting within budget to the Executive Director.
• This position is responsible for oral communications and the preparation of documentation for the purpose of conveying information in a wide scope of responsible areas including purchasing, accounts payable and deposits, and property maintenance.
• This position represents the school within the community for the purpose of maintaining ongoing support of overall objectives, including but not limited to addressing situations, problems and/or conflicts that could negatively impact the school.

ESSENTIAL JOB FUNCTIONS

Operational Functions and Competencies

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• Ensures support of effective implementation for phone systems and related school support systems.
• Facility Maintenance: Oversee building maintenance needs for all buildings and property. Create and coordinate facility cleaning schedules with janitorial staff. Purchase all necessary supplies for janitorial staff. Hire needed maintenance contractors per approved budget. Facility contact with fire marshal for annual building inspections.
• Custodial management: Overseeing both elementary and middle school custodial staff. Working with custodians to maintain both campuses.
• Building Maintenance: Managing ongoing facility needs per operational standards. Being key security liaison between school and security company, and first point of contact after hours. Managing and overseeing contractors onsite for site projects at both campuses.
• Managing IPM Coordinator: Create/implement staff training and maintaining state requirements.
• Property use management: Processing property use applications and working with building administrators for approved scheduled events.
• Safety Committee coordinator: Work with building administrators to create a K -8 Safety Committee at both campuses'. Maintain required logs and documentation.

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• Accounts payable: Create weekly payables per the outlined procedure. Creatively working within the budget, frugal purchasing practices within the budget.
• Purchasing: Purchase items needed by teaching, office, custodial, support staff and general operations per detailed procedures. Manage tracking of staff expenses as they align with general and grant budgets.
• Deposits: Regular deposit processing and reporting. Make cash deposits at our local branch monthly.
• Processing OSP funds, running reports and recording across all platforms.
• Working with the Executive Director-CFO with audit preparations annually.
• Curriculum/instrument rentals: Work with applicable staff for processing and possible payments.
• Curriculum ordering/purchasing: Work with building administrators for authorization and with applicable staff for ordering details.
• Work with the CFO regarding Budgets and Grants throughout the year.
• ESS/Frontline (licensed staff substitute service) to run reports for payment
• Process expenditures through quickbooks.
• Weekly bill processing.
• Credit card processing.

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• Staff events throughout the year working with the Executive Assistant.
• Running errands as needed for purchase needs.
• Creating documents, templates, labels in different platforms as needed.

Relationship Management and Key Competencies

• Build/maintain relationships both internally and externally for positive outcomes.
• Collaborates with personnel and peers for the purpose of implementing and maintaining services and/or programs.
• Participates in meetings, processes to achieve desired objectives.
• Shift priorities to address changes in events or assigned goals.
• Inspires groups of individuals to work together to achieve a common purpose, promotes a culture of open communication and respect.
• Actively promotes best practices for processes and standards and seeks to improve outcomes.
• Never accepts excuses for breaches of ethics, values or regulations and confronts potential behavior in others.
• Encourages constructive feedback and a culture that provides opportunities to develop.

OTHER JOB FUNCTIONS

• Assists other personnel as may be required for the purpose of supporting them in the completion of their work activities.
• Other duties as assigned.

SKILLS, KNOWLEDGE AND/OR ABILITIES REQUIRED

• Prior related experience with increasing levels of responsibility in a school and/or office setting.
• Effective time management skills, ability to communicate effectively, multi-task and problem solving.
• Abilities to sit for prolonged periods, maintain and verify completeness of records, meet schedules and deadlines, communicate with persons with varied cultural and educational backgrounds, communicate in oral and written form.
• Significant physical abilities including reaching/handling/keyboarding, talking/hearing conversations, visual acuity/depth perception/visual accommodation. Must be able to lift up to 50 lbs. on occasion.
• High school diploma required.
• General knowledge of property maintenance issues; preventative maintenance (PM).
• First Aid, CPR, AED, Food Handlers Card and Bloodborne certification required. Upon hiring, these training will be provided.
• Maintain drug administrator certification along with administering controlled substances to applicable students. Upon hiring, these training will be provided.
• Oregon Fingerprint and Criminal Check. (provided by school)
• Code of Conduct and Ethics Agreement signed upon employment.
• Excellent organizational, planning and implementation skills.
• Proficient in Microsoft Excel and QuickBooks. Knowledge of google products such as google docs, sheets and email. Knowledge of general office machines.

Time Management:

A 15 minute break for every 4 hours worked and a minimum 30 minute lunch for every 8 hours worked; to be coordinated with support staff and supervisory personnel.

SALARY, HOURS, APPLICATION AND REPORTING

• Salaried/ one (1) FTE: $41,500 - $55,772.53
• based on 12-month annual salary, Salary Scale: level 5
• up to 10 years experience pay will be honored
• Hours of operation: Monday through Thursday, 8:00 am to 4:30 pm; Friday, 8:00 am to 2:00 pm
• Specific schedule to be coordinated with supervisor
• Reports to the Executive Director.
• First Year: May 1, 2025 - June 30, 2026 includes 2 months of onsite training
• Renewal/Work Year: July through June

Job Types: Full-time, Part-time

Pay: $41,500.00 - $55,772.53 per year

Expected hours: 40 – 45 per week

Benefits:

• Dental insurance
• Health insurance
• Life insurance
• Vision insurance

Schedule:

• 8 hour shift
• Day shift
• Monday to Friday
• No weekends
• On call

Ability to Commute:

• Fairview, OR 97024 (Required)

Work Location: In person

Salary : $41,500 - $55,773