Job Summary

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

Distinguishing Characteristics

This position requires the ability to work as part of a team, supporting multiple positions throughout the site/department. The School Office Coordinator I demonstrates a positive attitude, flexibility and the ability to remain calm under pressure. This position works with direction from the site/program manager and/or School Office Coordinator II performing fundamental clerical services at the site/program level.

Essential Duties:

• Clerical support, team coordination
• Student Registration & Records management
• Assist School Office Coordinator II with student data management
• Follow CASBO records retention guidelines to ensure confidentiality and accuracy
  • Correct Errors and take part in regular meetings with HCOE data technicians to ensure data accuracy;
  • Keep Special Beginnings data compliant with SELPA, State, and federal regulations;
  • Participate in regular data reporting to SELPA and the state;
  • Participate regularly in local listserv and network meetings;
  • Enrollment reporting & data reconciliation;
  • Assist certificated staff with student database uploads, errors, questions, etc.;
  • Enroll and exit students;
  • Maintain student archives;
• Assist with records requests
• Receive student referrals from external sources and direct to appropriate program manger
  • Process referral paperwork as appropriate
• Community partners, parents, public communication & liaison
• Assist with department HR needs & personnel coordination
  • request ID photo and ID badges for staff;
  • tech needs/requests/ tickets;
  • HCOE Vehicle Reservation systems;
  • Process personnel Forms;
• Serve as back up to School Office Coordinator II with department payroll and time reporting system
• Substitute scheduler for Glen Paul, TLC, Special Beginnings classrooms
• Assist School Office Coordinator II in ensuring compliance with immunization and state health reporting requirements
  • Assist School Office Coordinator II in completing annual immunization report
• Fulfill Special Beginnings and Early Education departments Comm Center & Herc orders
  • Order paper;
  • Order prints/ teacher forms;
  • Business cards;
  • Special projects;
• Supplies & Ordering
  • Communicate with vendors and HCOE business staff regularly;
  • Purchase all SB and some Early Education supplies, materials, inventory;
  • Stock supplies & maintain inventory;
  • Receive all department orders and distribute as appropriate;
  • Assist School Office Coordinator II with annual asset inventory project;
• Travel
  • Process all travel request & expense claims for Special Beginnings & Early Education staff;
  • Reserve flights, hotels, cars as needed;
  • Register staff for conferences/meetings/etc., as needed;
• Budgeting, contracts & financial processing
  • Prepare staff reimbursements;
  • Ensure paperwork/invoices for contracted vendors are processed and paid;
  • Process infant attendance and RCRC E-Billing, receive and process checks;
  • Process payments to NCS for non-subsidized student in their district;
• Process HCOE transportation department forms;
• Maintain communication system for staff & family outreach;
• Prepare and send communications to families and community partners;
• Submit maintenance requests;
• Process department mail.

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 contract.

Ability to:

• Maintain a high degree of confidentiality, discretion, and judgement;
• Respond to routine inquiries;
• Follow oral and written instruction/direction;
• Operate modern office equipment;
• Adapt to changing work demands;
• Manage task priorities to meet deadlines
• Exercise good judgement and seek assistance when appropriate
• 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 two years of progressively responsible office experience, or
• AA or AS 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 6 on the adopted salary scale for classified employees.