Job Summary

Under the direction of the Director of Learning Support Services the Department Office Coordinator II organizes, coordinates, and oversees day-to-day activities; performs responsible and varied clerical duties; 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 throughout the department; The Department 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 or department levels. This position may also provide lead oversight and training to Office Clerk and/or Office Coordinator I.

The Program/Department Office Coordinator II is distinguished from the Program/Department Office Coordinator I level in that level II coordinates communications, paperwork work transactions and calendaring for travel and conference with LEAs and other government, non-profit and private organizations at a county-wide, region-wide and/or state-wide level.   This position is responsible for working with a variety of different programs and grants assisting with reporting and various financial transactions.

The Program/Department 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:

Administrative Support:

• Leads daily meetings with Supervisor
• Provides information to and seeks information from other County Office employees, school district personnel, vendors, and the public
• Works directly with Supervisor to resolve problems, develop program elements, goals and objectives, policies and procedures or other administrative processes
• May develop forms and processes to enhance applications and information flow within the office
• Receives and distributes Department mail
• Reconciles, submits, and mails out regular and supplemental payroll
• Reviews, analyzes and enters data in spreadsheets and ensures compliance with service agreements, contracts, MOUs, and purchase orders
• Arranges travel reservations
• Trains other clerical personnel

Fiscal Support:

• Prepares and submits requisitions to encumber funds for purchase orders
• Prepares contracts for personal services, service agreements, and memorandums of understanding
• Prepares and calculates Travel, Mileage Expense Claims, and Requests for Reimbursements for payment
• Tracks assets in assignment location and facilitates transfer of assets
• Corresponds with vendors
• Ensures that vendors are active with an up-to-date W9 in our fiscal database
• Submits orders to purchaser for approval, ensuring compliance with organizational standards
• Receives orders and submits invoices to Accounts Payable, tracks balances of “open” POs, requests a PO change when necessary and tracks balances of multiple accounts on a PO
• Produces routine and complex reports in ESCAPE to monitor and support assigned programs
• May track disbursements and expenses of individual program expenditures
• Receives and processes inter-district transfers; tracks and follows up on payments
• Receives checks and processes deposits/invoices for department programs
• Supports payroll process for regular and supplemental employees

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.
• Effectively convey to others: department organization, operations, programs, functions and special program terminology
• Perform advanced spread sheet skills, including the ability to insert formulas and mathematical calculations; create workbooks; use multiple worksheets; format and print worksheets; sort lists; and create graphs and charts
• Perform advanced word processing skills, such as the ability to format sections, multiple headers/footers; format text into columns and create and format tables and forms; and use merge functions

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.