Description
Bend-La Pine Schools is committed to the principle of equity. Equity supersedes the notion of equality, where all are treated the same. Pursuing equity requires the removal of barriers and the promotion of inclusive practices so that all students fully benefit. The principle of equity will inform all BLS policies, regulations, programs, operations, practices, and resource allocations.

Studies have shown that some individuals (women and people of color, for example) are less likely to apply for jobs unless they believe they meet every single qualification in a job description.  Our goal is to find the best candidate for the position, and we acknowledge that that candidate may be an individual from a less traditional background. We encourage you to apply, even if you don’t believe you meet every one of our qualifications described.  If you are unsure whether you meet the qualifications of a position, or how this would be determined, please feel free to contact Human Resources to discuss your application.

Position Title:  Office Manager II – Large Elementary or Middle School

Department:

Reports To: Site Administrator

Bend-La Pine Schools (BLS) is committed to the principle of equity. Equity supersedes the notion of equality, where all are treated the same. Pursuing equity requires the removal of barriers and the promotion of inclusive practices so that all students fully benefit. The principle of equity will inform all BLS policies, regulations, operations, practices, and resource allocations.

Studies have shown that some individuals (women and people of color, for example) are less likely to apply for jobs unless they believe they meet every single qualification in a job description. The goal of this search is to find the best candidate for the position, and it must be acknowledged that the best candidate may be an individual from a less-traditional background. Interested individuals are encouraged to apply even if they don’t believe they meet every one of the listed qualifications. Interested individuals who are unsure whether they meet the qualifications of a position, or how this would be determined, should reach out to Human Resources to discuss those qualifications.

Job Definition:

Under minimal supervision, the Office Manager II assists the principal of an elementary or secondary school in the management of daily operations by providing administrative and organizational services. The scope of the responsibilities for the Office Manager II varies with the size and level of the school (elementary or secondary). The majority of this employee’s time is spent in contact with people which requires public and human relations skills, flexibility of nature and effective oral and written communication skills. The Office Manager II must use current office equipment which includes computers, copy machines and automated telephone/intercom systems. In elementary and middle schools, basic bookkeeping and accounting skills are also required. The Office Manager II serves as the primary contact person for students, parents, district staff and community members. This position requires the use of independent judgment in the absence of the administrator to deal with a variety of unanticipated problems and concerns. The Office Manager II works under the supervision of the site administrator.

This job description may not include all assigned duties. This position is represented by the Oregon School Employees Association (OSEA).

Bend-La Pine Schools provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.

Nature and Scope of Work:

Essential Job Functions:

• Assures office management and support services are provided by scheduling and distributing the workload among all available office staff and by assisting the administrator in developing office procedures.
• Assists principal with preparing multiple annual budgets. Ensure expenditures are coded to the proper budget code or grant and maintain the budgets throughout the year.
• Coordinates, trains and provides orientation for new staff, substitutes, student assistants, and parent volunteers.
• Serves as the school site purchasing agent and maintain all ordering of goods and supplies. Processes and obtains pre-approval of all new independent contractors and contracted services. Maintains school accounting records, including, but not limited to, preparing purchase and receiving orders, depositing and recording cash receipts in a timely manner, enforcing student body accounting guidelines, preparing end of period reporting, and reconciling petty cash. Maintains school credit cards and processes transactions in a timely manner. Provides reasonable explanations for variations in budgets when reviewing year over year financial comparisons.
• Maintains confidential employee records including, but not limited to, leave/payroll records, assist with leave requests, and building contact for worker’s compensation packet. Oversees substitute system and assists in sourcing substitutes as needed. Maintains and enforces student legal documentation with confidentiality.
• Assures personal, confidential administrative support services to the principal and other administrative staff by composing, typing, and distributing correspondence, maintaining a calendar and schedule of events, processing staff evaluations, new hire documentation and maintaining administrative files.
• Assures positive efficient services are provided to students, staff, and community by enrollment of new students, providing directions and building tours, coordinating building use by non-school groups, deescalating potentially volatile situations, and responding to requests for information. Initiates and answers telephone calls which include interviewing callers, furnishing desired information or referring callers to proper authority. General knowledge of school programs, events, and activities.
• First point of contact for the health room, providing first aid as needed, dispensing of medications, and ensuring documentation for incident reporting. In the absence of a school nurse, supervises the health room. Duties could include: administer first aid, dispense medications, compile required reports, and follow communication protocols with families, staff, and district risk management personnel. Must be confident in following district protocols during emergency/pandemic situations.
• Assists building administrators with reports, composing memoranda and other materials from oral comments, straight copy, or rough draft. May include staff and family communications, knowledge of social media, maintaining school website and general knowledge of school acronyms
• Point person for site facility keys, district badges, and facility/maintenance requests. Maintains monthly safety records to ensure drills are completed in a timely manner. Participates in the site safety committee.
• Serves as information liaison between parent/teacher organizations, community partners, the building administrator, district office personnel, classified and certified staff, and the general public.
• Supervises other secretarial, clerical, and educational assistant staff.
  Sorts and determines the routing of mail.
• Fulfills working conditions and physical efforts listed below and other related duties as assigned.

Working Conditions:

The employee frequently lifts, moves and carries items weighing up to 30 pounds and/or maneuvers boxes weighing up to 50 pounds. The position works under tight inflexible deadlines. The tasks require extreme accuracy and concentration, ability to multitask in stressful environments with continual interruptions. This role requires extreme confidentiality with staff, students, and families.

Knowledge, Skills, and Abilities:

• Understanding of basic accounting principles, including purchasing and receiving cycles, account coding, bank reconciliation preparation, and petty cash maintenance and reconciliation.
• Current office practices, procedures, communication and equipment.
• Rules, regulations, procedures, functions and policies of the district.
• Office management principles.
• Methods of supervision.
• Filing and record keeping systems.
• Student behavior and methods to assure proper conduct.
• Safety practices.
• Thorough understanding of the area change request process and inter-district transfer process in order to help families navigate the required application process.
• General knowledge of all clerical positions, roles, and functions; able to fill in as needed.
• Organize and complete complicated clerical tasks.
• Ability to read and interpret various accounting reports, including budget reports and student body transactional codes.
• Ability to periodically analyze accounts to ensure that school and student body expenditures have been posted properly.
• Perform clerical work involving self-initiative and the use of independent judgment.
• Obtain or possess a valid Oregon driver’s license and maintain an insurable status for automobile and liability coverage, as required by the position.
• Abide by confidentiality requirements.
• Adhere to the district requirements for a drug-free workplace.
• Hold a valid first aid card.
• Ability to learn to deal with bodily fluids.
• Communicate clearly and appropriately in speech and in writing in accordance with educational standards.
• Must be computer literate: able to use district related software systems, internet and e-mail systems. The ability to design and use spreadsheets/databases is a plus.
• Possess the physical ability to regularly attend work and fulfill the essential functions of the position, with or without reasonable accommodation.

Education and Experience:

High school diploma or equivalent and more than two years of advanced education/experience in the specific job requirements. The position requires the application of general principles or techniques and training not normally received in a high school.

The position requires working knowledge of technical procedures or work activity areas and ability to teach them to others. Knowledge of work-related school district policies and practices is necessary. Job proficiency can be acquired in twelve to twenty-four months.

Certification and Licensing:

The statements herein reflect general details as necessary to describe the principal functions of the job, the level of knowledge and skills typically required, and the scope of responsibility, but should not be considered an all-inclusive listing of work and physical requirements. Individuals may perform other duties as assigned, including work in other functional areas to cover absences or relief, to equalize peak work or otherwise to balance the workload.

Requirements

Please provide:

• Resume
• Cover Letter
• 1 Letter of Recommendation

Summary

This position is currently represented by the Oregon School Employees Association, Chapter No. 6