School Office Manager - Joliet Learning Center

Job Title: School Office Manager

FLSA Exemption Status: Non-Exempt

Classification Group: Educational Office Professionals

Supervising Position: School Principal

Pay Plan: Educational Support Personnel

Pay Range: Range 10

Last Updated: 7/16/2024

Pay Information

Benefits Information

 

JOB SUMMARY: Perform administrative office functions to ensure the smooth and efficient operation of the school administrative office. Provide administrative assistance to the Principal, administrators, and school staff. Relieve a principal of many administrative details. Must have sufficient knowledge of organization’s structure, policies, and personnel to make administrative decisions, exercising independent judgment and discretion. Act as liaison of school as directed. Direct and review work of administrative staff as appropriate. May frequently take independent action. Work on assignments that are complex in nature where considerable judgment, analysis, and initiative are required in resolving problems and making recommendations.

ESSENTIAL DUTIES AND RESPONSIBILITIES: The subsequent duties outline the fundamental operations of the position and exemplify the nature of the tasks carried out. They do not encompass a comprehensive inventory of the obligations and responsibilities fulfilled in this role. The approximation of frequencies and time allocation percentages are flexible and subject to the requirements of the organization. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Job Task Descriptions Frequency Percentage of Time

1.

Provide administrative support to the Principal, administrators, and school staff by updating electronically shared meeting documents, newsletters, and handbooks; scheduling and coordinating appointments, meetings, and facilities which may include major events and/or travel and lodging arrangements; maintaining and updating the master calendar for the school year; coordinating building use; creating and maintaining filing systems; distributing mail; issuing and tracking building keys; and updating the school’s website, marquee, and Blackboard Connect. Publish weekly calendar and information bulletin for building staff. 

Daily 20%

2.

Greet, welcome, and assist all staff, students, parents/guardians, community members, callers, and visitors to the school. Answer phones, provide information, take and deliver messages, and direct callers to the appropriate individual. Assist visitors, answer inquiries, provide information, and direct to appropriate school areas. Diffuse conflicts and/or difficult situations as needed in the school office.

Daily 20%

3.

Monitor students sent to the school office for disciplinary reasons, brain breaks, testing opt-out, etc. 

Daily 15%

4.

Draft and/or prepare letters, memorandums, reports, labels, forms, special projects, presentations, and related materials that may be highly confidential. Proof material for errors. Record and distribute minutes of meetings. Research and collect data, compile statistics, and prepare regularly scheduled or special reports. 

Daily 10%

5.

Manage and oversee arrangement for personnel substitutes, including the use of the automated substitute system, report verification, and training on system use.  

Daily 10%

6.

Monitor building cameras, visitors, visitor sign-in procedures, and building activities including evacuation drills and crisis situations such as building evacuations, lockdowns, emergency situations, and safety procedures. May act as a liaison for 911/emergency calls and initiate crisis procedures in the administrator’s absence with direction from appropriate officials. Support and assist the school’s clinic on an emergency basis or when necessary. Assist with general student management in the ha