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 school sites and program locations and establishes priorities and organizes workflow and communication.  The 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 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

• Serves as the primary clerical contact for Special Beginnings infant and preschool itinerant and classroom-based programs, including Redwood Learners program. Interfaces with families supporting them in infant and preschool processes.
• Oversees all Child Find intake and enrollment across programs. Directs and supports School Coordinator 1 and/or clerk in these activities.
• Supports Program Managers in communication with Local Educational Agencies whom are engaged in Memorandums of Understandings with HCOE’s Special Beginning Program.
• Manages special education student information. (Ex. Special Education Information System (SEIS)) for Special Beginnings, including intake, exiting & transfers, and archiving of records.
• Manages Student Information System for all Special Beginnings Programs Ex. ARIES
• Manages communications systems for all family, student, and educator enrollment and updates for all Special Beginnings Programs. Ex. Parent Square, Blackboard
• Managers communications for Department of Early Education offsite emergency and organization notifications.
• Manages California Longitudinal Pupil Achievement Data System (CALPADS) for all Special Beginnings Programs. Should new systems be adopted in lieu this position would participate in that process.
  • Attends all related meetings and relays information to department managers regarding updates and reporting deadlines. Responsible for transactions and supporting data documentation across transitions.
• Manages vendor billing to RCRC for student-based vendored services, maintains documentation of purchase orders, and ensures necessary documentation is obtained for billing purposes.
• Lead coordinator for program financials, and works in tandem with Office Coordinator 1 in the following activities:
  • Process staff reimbursements,
  • Budget tracking, monitoring requisitions and purchase orders, and drafting & reviewing contracts.
  • Process & coordinate travel
  • Coordinate multi-program expenditures, tracking of materials orders/arrivals
  • Act as liaison between the office and the business department, ensuring accurate and efficient administrative and financial operations for the program.
  • Oversees annual inventory audit of program equipment.
  • Payroll reconciliation;
  • Time and attendance reconciliation,
  • Facilitation of new staff onboarding
  • Act as liaison to Payroll & 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 & 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

Supports Administration and Student Families

• Supports the programs administrators for scheduling and organizing program activities
• Interfaces with teaching staff and families to direct information flow
• Supports program announcements and staff meetings

Employment Standards:

Knowledge of

• Computer systems operations and software, including database systems;
• Education organization, policies, and procedures;
• General office practices, procedures, and equipment;
• Base understanding of programs that this position supports – in population, range of services and personnel types in the department
• 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;
• 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.