Job Summary

Under the direction of the site/department manager, the School Office Coordinator II organizes, coordinates, and oversees day-to-day activities; performs responsible and varied clerical duties at the school site and program locations; establishes priorities and organizes workflow and communication.

Distinguishing Characteristics

This position is the highest-level clerical position in the classified bargaining unit which requires the ability to work as part of a team, supporting multiple positions and facilities throughout the school sites and program locations; The School Office Coordinator II demonstrates a positive attitude, flexibility, and the ability to remain calm under pressure. This position anticipates the needs of the department and works independently navigating a wide scope of programmatic and complex clerical services at the site/program.  This position may also provide lead oversight and training to staff at school sites and program locations.

School Office Coordinator II is distinguished from the School Office Coordinator I level in that level II plays a lead role in school-wide team meetings with a variety of school staff, giving guidance and direction related to school site and organizational processes, procedures and activities.

The School Office Coordinator II requires advanced secretarial practices sufficient to implement office information systems, and the ability to exercise functional leadership over clerical staff and/or work processes, file and record administration, and financial record keeping.

Essential Duties

• Serve as the primary contact for the HCOE Extensive-Support Needs Program at Glen Paul School including Glen Paul onsite and Regional SDCs
  • Assist families and staff with enrollment processes and providing clear guidance on policies and procedures.
  • Facilitate communications regarding coordination of on- and off-site special day classes. Maintain clear and professional communication with parents, staff, and community partners.
  • Serve as the custodian of student records following CASBO records retention guidelines to ensure confidentiality and compliance.
• Act as lead administrative coordinator, providing essential clerical support to the Site Principal, Program Manager, School Psychologist, and other certificated and classified support staff.
  • Assist in ensuring effective communication and streamlined administrative processes within the program.
  • Lead office team meetings, facilitate team communication, and manage calendars and meetings; facilitate administrator travel.
  • Submit INS and Maintenance work requests and Workers Compensation claims as necessary.
• Maintain and update the school’s website, ensuring that resources and information are accurate and accessible.
• Act as communication bridge between districts, community partners, parents, administrators, teachers, and classroom support staff, fostering collaboration and ensuring information is conveyed clearly.
• Oversee the management of web-based and physical classroom curriculum resources, ensuring accessibility and organization.
  • Troubleshoot access issues as needed.
  • Serve as lead account manager for all curriculum sources.
• Prepare monthly district enrollment status reports, work with the Data Technician to ensure accurate data reconciliation across various systems including regular audit of data ensuring accuracy.
• Coordinate school-wide events and activities, organize safety drills and support staff meetings.
  • Manage and distribute classroom safety information.
  • Work closely with the program LVN to ensure compliance with immunization and state health reporting requirements.
• Coordinate program financials
  • Process reimbursements, requisition and budget tracking, monitoring purchase orders and drafting and reviewing contracts.
  • Coordinate multi-program expenditures, tracking of materials orders
  • Act as liaison between the office and the business department, ensuring accurate and efficient administrative and financial operations for the program.
  • Complete annual inventory audit of program equipment.
• Assign and monitor site fleet vehicles, ensuring proper usage and documentation.
• Personnel Coordination; payroll reconciliation; time and attendance reconciliation.
  • Facilitate site onboarding for new staff and act as liaison to Payroll and Personnel departments for staff coordination.
  • Track monthly absences, reconcile payroll documentation, and assist staff with time reporting, including the proper assignment of substitutes; process schedule changes for staff and substitutes as needed.
• Maintain a foundational understanding of organizational policies and procedures.
  • Advise the program team on departmental and organizational policies to ensure compliance and alignment with HCOE standards and pillars of organizational excellence.
  • Support communication between the organization and the school program.

Employment Standards:

Knowledge of

• Computer systems operations and software, including database systems;
• Education organization, policies, and procedures;
• General office practices, procedures, and equipment;
• Proper English usage, grammar, spelling, vocabulary, punctuation;
• Organization of files and records;
• Customer service standards.
• Budgets and contracts,
• California Education Code and other applicable Laws;

Ability to

• Understand, comply, interpret, explain and accurately apply knowledge of federal, state, regional, programs with LEA, County, State and Federal procedures, policies and statutes.
• Maintain high degree of confidentiality, discretion, and judgement; 
• Respond to routine inquiries; 
• Take initiative to ensure efficiency of the organization’s processes;
• Anticipate needs and priorities of the department/site;
• Oversees the functions of the office
• Monitor and track expenditures;
• Monitor and track workflow;
• Follow oral and written directions;
• Operate modern office equipment,
• Adapt to changing work demands;
• Manage task priorities to meet deadlines;
• Work under varying degrees of stress with regular interruptions;
• Establish and maintain effective working relationships;
• Communicate effectively with tact and courtesy. With a diverse population.

Education And Experience

Minimum Qualifications

• Graduation from High School (or equivalent) AND 3 years clerical experience OR
• Bachelor’s Degree
• Preferred Experience

Experience in an education setting.

Working Conditions

With or without accommodation, this position includes prolonged periods of standing or sitting, frequent walking, and occasional bending, stooping, and reaching. The employee must be able to lift, push, and pull objects up to 30 pounds. Visual and auditory abilities are required to perform essential job functions.

Other Requirements

• Must be fingerprinted and a satisfactory Department of Justice records check must be received by HCOE prior to employment.
• TB testing and/or risk assessment will be required upon employment.
• Other requirements as appropriate for the job responsibilities.

The above statements are intended to describe the general nature and level of work being performed. They are not intended to be construed as an exhaustive list of all responsibilities, duties, and skills required of personnel so classified.

Salary: Range 10 on the adopted salary scale for classified employees.