Office Manager and Administrative Assistant to the Principal

Title: Office Manager and Administrative Assistant to the Principal
Department: Administration
Assignment: Administration Other 12 months
FLSA Status: Non-Exempt
Reports To: Principal
Supervises: Administrative Assistants
Location: Deerfield High School
Salary: $60,000 - $80,000 depending on experience and qualifications

Summary:
The Office Manager and Administrative Assistant to the Principal is responsible for directing and coordinating office services

Qualifications:

• High School Diploma or GED, required
• Bachelors or Associates Degree, preferred
• Minimum of 3 years of relevant work experience supporting executive level staff in professional or school setting

Essential Functions:
The criteria indicated below are intended to describe various types of work that may be performed. The exclusion of specific responsibilities does not prohibit them if the work is similar, related, or a logical task of the position.

Office Manager

• Responsibility for direction and coordination of office services.
• Coordinate and provide staffing for all-school operations; e.g., mail room, copy center, switchboard.
• Coordinate schedules and assignments for administrative assistant staff and monitor attendance.
• Coordinates the interview and hiring process of new staff.
• Provides orientation and training of new staff.
• Evaluates annually (in collaboration with administrators) all administrative assistants.
• Develops, modifies, or recommends initiation of office procedures.
• Directly supervises (in collaboration with administrators) all administrative assistants.
• Create, develop, and seek professional development opportunities for all Administrative Assistants; such as training on Google Suite Products, Infinite Campus, Skyward, Microsoft Office Products, Blackboard Website Management, and absence management software.
• Secures replacement of office equipment and office supplies.
• Assist Department Chairs when their Administrative Assistant is out of the office.
• Work with outside vendors, stakeholders, and community leaders on several projects throughout the year.

Administrative Assistant to the Principal

• Provides assistance to the Principal by screening calls, visitors, and mail.
• Answers or refers inquiries to appropriate persons; explains district and school policies, rules, and regulations to students, parents, and visitors.
• Handles highly confidential matters.
• Schedules appointments and maintains the Principal calendar.
• Schedules observations, meetings, workshops, and staff conferences.
• Collects and organizes data from a variety of sources, such as Infinite Campus for reports, as needed.
• Attends, participates, and takes notes at weekly administrative meetings.
• Maintain up-to-date directory information and staff news.
• Responsible for several seasonal and/or ongoing school projects; e.g., graduation, Open House, student/parent communication, event planning, Program of Studies, Look Book, Manages Principal communication page, PTO communication, student/parent newsletters, Deerfield Digest, communicating with many stakeholders.
• Initiates routine processes; applies criteria in making decisions; notifies potential participants; supervises and participates in distribution of information and materials.
• Work on several financial aspects, such as monitor budget accounts, reconcile credit card statements, track grant funds, and scholarships.

Language Skills
Communicates clearly both in oral and written format with all constituents of the District 113 community. Effectively present information and respond to questions from constituency groups. Apply knowledge of current research and theory in a specific field. Establish and maintain effective and collaborative working relationships with students, staff and the school community. Perform duties with awareness of all district requirements and Board of Education policies.

Mathematical and Technical Skills
Calculate figures, estimates, proportions, percentages, and cost projections. Apply concepts of basic algebra and geometry. Strong technology skills, including standard Microsoft Office suite / Google Workspace, Skyward, Infinite Campus, Blackboard, along with other software systems as needed.

Reasoning Ability
Define problems, collect and organize complex data, establish facts, and draw valid conclusions. Interpret an extensive variety of verbal and written instructions and deal with multiple abstract and concrete variables. Exercise initiative, independent judgment, and discretion.

Contacts Outside Your Own Department:
Build positive relationships with constituents of the District 113 community that includes, teachers, school staff, administrative team, Board of Education, parents/guardians, students, and the community.

Physical and Mental Demands:

• While performing the duties of this job, the employee is regularly required to sit, stand, walk, bend, write, type, speak, listen, and taste or smell.
• The employee is regularly required to communicate with staff and others.
• The employee is frequently required to use hands and/or fingers, handle, feel or operate objects, tools or controls.
• The employee may occasionally be required to climb or balance; and stoop, kneel, crouch, twist, reach or crawl. The employee must frequently lift and/or move up to 25 pounds.
• Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision,depth perception and ability to adjust focus.
• Specific psychological demands of this job include the ability to remain calm under stress levels associated with job demands which include managing multiple tasks, setting priorities, and working on time-sensitive projects with tight deadlines.

Working Conditions:

• In the work environment, this role is regularly exposed to office environmental conditions.
• The noise level in the work environment is usually moderate with regular exposure to loud classrooms, hallways, cafeterias or sports venues.
• The employee is regularly required to meet deadlines with severe time constraints and interact with the public and staff in addition to meeting multiple demands from several people.
• The employee is frequently required to work irregular or extended work hours, which may include evenings or weekends.

Safety:
As a part of the District workforce, this role is responsible for being aware of, modeling and contributing to the maintenance and implementation of all District safety policies and procedures. The role positively contributes to the safety, well-being and work output of students.
Required to:

• Use good safety awareness and judgment
• Follow policies
• Report potentially unsafe conditions
• Follow manufacturer safety instructions when using equipment
• Follow agency ergonomic policies and procedures

The information contained in this job description is for compliance with the Americans with Disabilities Act (A.D.A.) and is not an exhaustive list of the duties performed for this position. Additional duties are performed by the individuals currently holding this position and additional duties may be assigned. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.