Job Summary

Under the direction of the Principal, 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

• Prepares agendas and summary notes of staff/committee meetings and initiates follow-up correspondence when necessary
• Prepares correspondence and memos from verbal instructions or notes; independently composes inquiries and/or replies
• Designs and creates program brochures, flyers and announcements as needed
• Facilitates annual student registration documentation, parent contact, and subsequent school site placement/enrollment
• Coordinates and participates with State school accountability reporting and data gathering;
• prepares official permanent records
• Assists with grant writing proposals and prepares subsequent end-of-year reports
• Submits data to document completion of yearly mandated reports
• Oversees state nutrition program for community schools, state & federal reimbursements, and assists with annual audits
• Coordinator for student testing
• Responsible for completion and submittal of required data reports
• Arranges for daily substitutes for teachers and paraeducators
• Keeps daily messages and monitors expenditures for principal
• Initiates order of materials for all Court and Community school sites upon request and maintains record of purchase orders, invoices and expenses
• Prepares travel authorizations, and expense claims and arranges travel and transportation for all program staff
• Prepares payroll documents for all program staff;
• May be called upon to assist in the classroom with students when staffing needs arise;
• Assists in the coordination of other office staff when assigned; performs other similar clerical/accounting duties as assigned.

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.

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.