Job Summary

Under the direction of the site/department manager/director, 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. This position interfaces with the public, families and staff providing high quality customer service and supporting the needs of the program.

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 leads the coordination of office operations by proactively establishing priorities, streamlining workflow, and facilitating effective communication across teams to ensure a well-organized and responsive work environment.

A School Office Coordinator II is distinguished from the School Office Coordinator I level in that level II plays a lead role in department-wide team meetings with a variety of school/program 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

• Serves as the primary clerical contact for Early Education including but not limited to CPIN, LCCPC, Special Beginnings, UPK and P-3 Initiatives, grant activities, and Bridges to Wellness Coaches. Interfaces with the community, other agencies and LEAs to support them in engaging with the Early Education Department.
• Supports student intake and enrollment across programs in the department. Supports and directs the School Coordinator I in these activities.
• Supports student transfers/exits from the programs, data tracking, and archiving files
• Supports the program managers, director, and other early education staff in communicating with Local Education Agencies who are engaged in Memorandum of Understandings with the HCOE Early Education Department
• Manages student information systems attached to the programs. Ex. SEIS, AERIES, etc.)
• Oversees communication systems for all family, student, and educator enrollment and updates for all Early Education Parent Square
• Manages communication for the Department of Early Education emergency and organization notifications
• Manages or supports the California Longitudinal Pupil Achievement Data System (CALPADS) for all Early Education Should new systems be adopted in lieu this position would participate in that process.
• Supports annual CALPADS reporting processes (Fall and EOY)
• Attends all related meetings and relays information to department director regarding updates and reporting deadlines.
• Responsible for transactions and supporting data documentation across transitions.
• Manages reimbursements, payments for services, sub-contracts for services for all Early Education department (Ex. P-33s, ESCAPE, etc.)
• Manages or supports billing for RCRC for student- based vendored services.
• Coordinates program financials for school based, grant based, or other department programs and

1. Staff reimbursements
2. Budget tracking, monitoring requisitions and purchase orders, drafting and reviewing contracts
3. Process and coordinate travel
4. Coordinate program expenditures, track materials orders/arrivals
5. Coordinate delivery of purchased items.
6. Act as liaison for vendors Early Ed and Special Beginnings staff are purchasing through

• Act as a liaison between the office and the business department ensuring accurate and efficient administrative and financial operations for the
• Act as liaison between department and Purchasing Manager to coordinate purchases, travel, deliveries, obtain office supplies, etc.
• Oversee Annual Inventory audit of program equipment
• Payroll Reconciliation
• Time and attendance reconciliation
• Facilitate new staff onboarding
• Act as liaison to Payroll & Personnel departments for staff coordination
• Act as liaison to IT and Maintenance departments for technology and maintenance needs/requests. Submit maintenance requests on behalf of department staff. 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
• Annual Immunization program reporting requirements
• Supports School Coordinator 1 on District of Special Education Accountability reports, special day class and itinerant reports regarding student participation

Employment Standards:

Knowledge of

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

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;
• Oversee 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 a diverse population using tact and courtesy.

Education and Experience

Minimum Qualifications

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

Preferred Qualifications

• 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.

CSEA Approved: 5/7/26