SANTA ANA UNIFIED SCHOOL DISTRICT SCHOOL OFFICE MANAGER-HIGH SCHOOL BASIC FUNCTION: Under the direction of a Principal IV, perform a wide variety of clerical and secretarial functions in the management of a school office at a high school; perform public relations and communications services. DISTINGUISHING CHARACTERISTICS: Incumbents in this classification work at a high school with classes ranging from the ninth to twelfth grade. Duties are assigned with only general instruc¬tions about procedures to be followed and results expected. The number of func¬tions and clerical employees typically exceeds that found in elementary or inter¬mediate schools. Schools' program usually involve more diversity with high school students where discipline and interpersonal problems are critical. High schools are very large, have a diverse and comprehensive curriculum, extensive athletic and student activity programs. High schools are staffed by a large number of certificated and classified employees who coordinate their work through the office of the School Office Manager_High School. REPRESENTATIVE DUTIES: Serve as secretary to the Principal; prepare communications; make appointments, maintain files and speak on superior's behalf. E Take and transcribe dictation; compose correspondence and type from rough drafts or notes. E Supervise the preparation of payroll for certificated and classified personnel; maintain records with respect to payroll. E Prepare buy out requisitions, work orders, transfer of funds, transfer of equipment, program planning guides, program class data sheets, unusual occurrence reports, teacher observation reports, capital improvement requests, replacement of equipment forms, mileage forms. preliminary budget forms, CIF eligibility requests, grievance and concern forms, personnel requisitions, and other forms and reports. E Assist in the preparation of the school budget; gather and compile budget data and prepare appropriate forms. E Maintain records on purchases for all school departments. E Orient and assist substitute personnel; assist substitutes in com¬pleting required paperwork. Respond to questions and provide information regarding the school, its policies and practices; respond to questions by telephone or by personal contact. E Assist in compiling data for school reports; prepare other school reports as directed. E Make arrangements for staff meetings; maintain the calendar for the Principal and make contacts on behalf of the Principal as directed. E Maintain control of school facility keys; assign and distribute keys to all certificated and classified staff. E REPRESENTATIVE DUTIES: (CONTINUED) Call for service on school facilities including air conditioning and plumbing. E Type a variety of forms, memoranda, requisitions, certificated and classified appraisals, and other classified items. E Assist students and their parents with a wide variety of problems and questions. E Supervise the distribution of mail, school bulletins, and other communication devices. E Maintain a wide variety of files for the school office. E Participate in registration activities. E Assist Principal and other school staff to meet pressing time schedules. Train office personnel and assist them when help is required; coordinate the school office functions on behalf of the Principal. Provide general assistance and problem_solving help to teachers and classified personnel. Perform related duties as assigned. KNOWLEDGE AND ABILITIES: KNOWLEDGE OF: Modern office practices, procedures and equipment. Filing and operation of office equipment. Record_keeping techniques. Health and safety regulations. English, grammar, spelling, and punctuation. Reading and writing communications skills. School District organization, operations and objectives. Oral and written communication skills. Applicable Sections of State Education Codes. ABILITY TO: Make simple arithmetic calculations. Operate modern office equipment including computer equipment. Understand and follow oral and written directions. Work cooperatively with others. Type at 55 words per minute. Work independently with little direction. Communicate effectively with others. Establish and maintain effective working relationship with others. Meet schedules and time lines. Plan and supervise work. Maintain records and prepare reports. Train and supervise personnel. Work confidentially with discretion. Communicate effectively both orally and in writing. Maintain good public relations with students, parents, teachers and public. Perform the essential functions of the job. EDUCATION AND EXPERIENCE: Any combination equivalent to graduation from high school and five years of increasingly responsible secretarial experience involving the public. WORKING CONDITIONS: ENVIRONMENT: High school environment. Constant interruptions. PHYSICAL ABILITIES: Hearing and speaking accurately to exchange information in person or on the telephone. Seeing to read a variety of materials. Sitting or standing for extended periods of time. Dexterity of hands and fingers to operate a computer keyboard. Bending at the waist, kneeling or crouching to file materials. Lifting or moving objects, normally not exceeding forty (40) pounds. Reasonable accommodation may be made to enable a person with a disability to perform the essential functions of the job. Board Approved: 5/01