Office Manager - Educational Grants Office

Waterbury Public Schools

JOB CLASSIFICATION DESCRIPTION

JOB CLASSIFICATION TITLE:
Office Manager
DEPARTMENT:
Educational Grants Office
FUNDING SOURCE:
Grants
BARGAINING UNIT CLASSIFICATION:
UPSEU 69, Local 424-Unit 69
REPORTS TO:
Works under the general supervision of the Grants Supervisor.
FLSA DESIGNATION:
Non-Exempt; 12 months; 35 hours per week; $17.25 - $23.00 per hour. Note: This is a full-time, Union, grant funded position with benefits that exists as long as grant funds are available.

1. EDUCATION AND EXPERIENCE:

• High School Diploma or GED.

• Five (5) years of general clerical or secretarial experience.

• Two (2) years of the General Experience must have been as lead or supervisory experience.

• College training may be substituted for the General Experience on the basis of fifteen (15) semester hours equaling one-half (1/2) year of experience to a maximum of two (2) years.
• Preferred: Experience in an urban school district and/or a multicultural environment.

• Incumbents in this class may be required to possess a current Connecticut Motor Vehicle Class D Operator’s License.

• Knowledge of and ability to assist with budget preparation and budget revisions;
• Knowledge of office administration and management;
• Knowledge of department and/or unit policies and procedures;
• Knowledge of and ability to use computer system (including Microsoft Windows, Excel, PowerPoint, Internet, Adobe, outlook as examples);
• Considerable interpersonal skills;
• Considerable oral and written communication skills;
• Critical thinking, problem solving and organizational skills;
• Skill in performing arithmetical computations with speed and accuracy;
• Supervisory ability;
• Considerable ability to read, interpret and apply complex materials;
• Ability to maintain a variety of office records in an organized and systematic manner;
• Ability to maintain confidentiality; meet deadlines/schedules and work with detailed information/data despite frequent interruptions;
• Ability to meet deadlines/schedules and work with detailed information/data with frequent interruptions;
• Ability to operate office equipment which includes personal computers and other automated equipment;
• Ability to operate office suite software;
• Ability to prioritize work and make sound decisions in accordance with department policies and procedures;
• Ability to work in a team environment and with a diverse group in a variety of circumstances;
• Ability to work with individuals from diverse backgrounds.

1. May lead other clerical staff as assigned.

• Answers telephones and screens incoming calls and provides information to callers requiring knowledge and sensitivity to the department’s function;
• Assists with payables and receivables activity accounts, expenditures within the budget, input of purchase orders and payment vouchers;
• Audits monthly reports for accuracy and alignment to prepare documents for submission;
• Compiles data and prepares reports;
• Compiles information from a variety of sources and prepares charts and graphs as requested;
• Composes routine letters and memos;
• Coordinates workflow;
• Determines priorities, assigns and reviews work;
• Develops and maintains constructive and cooperative working relationships with supervisor, co-workers, and stakeholders;
• Develops and maintains filing systems, forms and office procedures;
• Develops specific goals and plans to prioritize, organize, and accomplish work;
• Develops work performance and procedural standards and guidelines;
• Explains department policy to staff and public;
• Handles telephone and written inquiries for information and assistance;
• Maintains inventory control;
• Maintains office records;
• Manages overall office organization;
• Manages records of expenditures for the budget, input of requisitions and payment vouchers;
• Manages the receiving of purchases and manages the storage and distribution of materials;
• Orders supplies for the department;
• Performs day-to-day administrative tasks such as maintaining information files and processing paperwork;
• Problem solves office staff concerns in the absence of the supervisor;
• Problem solves with business office and vendors as necessary;
• Provide referrals to families, in office or on the telephone;
• Provides information to supervisor, co-workers, and public by telephone, in person, or in writing;
• Provides staff training and assistance;
• Responds to inquiries from a variety of internal and external parties (e.g., District staff, parent questions, funded program leaders, etc.) for the purpose of providing information;
• Responsible for accurately inputting and maintaining logs, records, and files;
• Schedules meetings, events, programs, and/or activities (including space and equipment);
• Screens letters, memos, reports, and materials to determine action required. May make recommendations to supervisor. Compose routine letters and memos;
• Serves as liaison with other operating units, agencies, outside officials, etc;
• Takes notes and type minutes of meetings;
• Tracks requisitions to ensure timely process to obtain materials;
• Performs related duties as required.