Substitute - Office Support (Pool For 24-25 SY)

Substitute applications will start being reviewed the last week of August

Benefit Info:

• Benefits offered: •Sick leave •Employee Assistance Program.

*Optional Benefit: •Annuities (403(b), Roth) Upon completion of 630 work hours in a school year: Medical, Dental, Vision, Prescription (SEBB) Optional Benefits: •Additional life and accidental death and dismemberment insurance •Long-Term Disability Insurance •Accidental Death and Dismemberment Insurance and Life Insurance •Medical flexible spending arrangement •Limited purpose flexible spending arrangement •Dependent care assistance program

CLASSIFICATION: PSE-OP Office Personnel

TITLE: Office Support

• Building

REPORTS TO: Building or Department Administrator

POSITION SUMMARY

This position provides general support to school or department administration. Duties may vary by the specific needs of individual buildings or departments.

PREFERRED QUALIFICATIONS

Education and/or Experience

Required:

• Minimum requirement is High School Diploma or equivalent

Desired:

• Office experience, preferably in an educational setting
• AA degree or higher

Knowledge, Skills, and Abilities

• Knowledge of secretarial procedures including general bookkeeping

• Knowledge of correct grammar, spelling, and English usage

• Excellent written and oral communication skills

• Proficiency with general office machines and computer software programs including Microsoft Office and Adobe

• Ability to work independently with minimal supervision

• Ability to multi-task, attend to detail, and follow tasks through to completion

• Ability to make accurate arithmetic calculations

• Ability to set up and maintain accurate records and databases

• Ability to establish and maintain effective working relationships with staff, parents, and the general public

• Ability to work effectively under pressure and with constant disruptions

• Ability to interact with students in a warm, confident manner

• Ability to exercise good judgment

• Ability to organize tasks and set priorities in order to meet deadlines

• Ability to anticipate work and initiate appropriate responses

• Observe strict confidentiality regarding student and staff information

• Performs related duties as assigned

• Availability to work extra hours to meet deadlines and complete assignments if required

POSITION RESPONSIBILITIES

All Positions/General Duties

May include one or more of the following duties:

• ASB

• ASB Responsibilities

• Receives daily deposits and enters all deposit transactions into the Point of Sale receipting program. Receives, counts, and verifies monies for various student activities, and issues ASB cards. Prepares bank deposits. Prepares change boxes for dances or sporting events and records ticket sales. Prepares change boxes for fundraisers

• Maintains checking accounts for ASB funds, reconciles accounts with bank statements, and submits documentation for reimbursement; reconciles budget printouts received from the district's central accounting office

• Maintains ASB accounting ledgers, posts receipts and expenditures to proper accounts; prepares a variety of reports as needed; maintains records on computer

• Ensures that accounting procedures as established by the district are followed

• Maintains financial records according to required retention schedules; assists in preparing ASB fund annual budget

• Attendance

• Attendance Responsibilities

• Admit students who have been absent, arrive late, or leave early from school

• Receive attendance information from teachers, enter absence information on the computer, and print attendance listings

• Prepare required attendance reports and monitor absences

• Adjust computerized attendance records as needed for accuracy or updates

• Maintain attendance files including written excuses from parents, doctors, or other sources

• Keep the Administration informed of attendance problems

• Counseling

• Counseling Responsibilities

• Maintain confidential student files and records, retrieve files for counselors

• Organize materials in counseling office; provide information to students as requested

• Assist counselors and registrar in resolving registration and scheduling problems

• Enter student data into the computer for schedule changes, student testing, and a variety of records and reports; generate reports and student lists

• Schedule appointments for counselors; arrange appointments for drop-in students.

• Athletics

• Athletic Responsibilities

• Serve as confidential liaison to the Athletic Director

• Maintain student records documenting student eligibility

• Maintain sports schedules (including changes or cancellations) and team rosters and all scheduling aspects

• Maintain athletic paperwork packets

• Schedule facilities and/or transportation for athletic events

• Communicate with and schedule game officials for home athletic events

• Testing/Scheduling

• Scheduling

• Testing

• Coordinate with designated staff and students to implement and track High School and Beyond plans

• Work in conjunction with the counseling team to process approved student schedule changes in the Skyward system

• Coordinate with designated staff to plan and organize all standardized testing environments (i.e. PSAT, SAT, ACT, HSPE, EOC, AP and Smarter Balanced)

• Registrar/Student Registration/Exit/Grading/Transcripts

• Substitute Management

• Substitute Responsibilities

• Assigns certificated and classified substitutes to cover employee absences

• Prepare and audit monthly certificated payroll upload and coordinate with building secretaries to meet upload deadlines

• Track substitute assignments associated with open postings and temporary support for both certificated and classified employees

• Audit and data enter certificated absences from in-house exception logs

• Communications Support

• Communications Support Responsibilities

• Provides administrative support to the communications department: receives, sorts, and distributes mail; prepares outgoing items for mail; maintains office files; researches files to provide information

• Manages communications department appointments and maintains calendars

• Manages district-wide calendar on the website maintaining accuracy and correcting any double bookings

• Coordinates summer lunch program and updates calendar

• Proofreads all district print and digital publications

• Provides support in the processing of public records by assisting with required redactions

• Coalition Support

• Engage in regular data collection, entry, and support for behavioral health programs implemented at multiple school sites

• Support evening and weekend Coalition events as necessary

• Record minutes at monthly Coalition meetings and subcommittee meetings

• Plan and schedule training for community, staff, and school sites

• Communicate information to and receive information from Coalition members, subcontractors, and funders

• Assist the Coalition coordinator with other duties as assigned

• Bulletins/Publications/Communications

• Timesheet Management

• Money Handling/Receipts/Deposits

• Account Management, Budgeting, Purchase Orders

• Bookroom/Inventory of equipment/Office Supply Management

• Public Relations

• Students, Staff, Parents, Public

• Health Room Support

• Administrative, Staff and Student Support

• Staff Coordination

• Volunteer Processing/Coordination/Field Trips

• Mail, Phones, Reception

• Records Management

• Filing, Database, Reports

• Discipline Support

• Event Organization

• Facility Use Scheduling

• Other Duties as assigned within the PSE Monroe OP Bargaining Unit

PHYSICAL/MENTAL REQUIREMENTS

The physical/mental requirements described are representative of those an employee may encounter while performing the essential functions of this job and may be supplemented as necessary.

The physical requirements indicated below are examples of the physical aspects that this position classification must perform in carrying out essential job functions:

• Use of a personal computer for extended periods of time

• Use of a telephone and other office equipment

• Ability to perceive the nature of sound; near/far visual acuity, depth perception

• Ability to communicate orally; manual dexterity to operate office machines, gross and fine motor skills

• Exert 10 to 20 pounds of force on a frequent basis

• Ability to lift, carry, push, pull or otherwise move objects

• Sit for extended periods of time, walk, stand

• Attend off-site training and workshops as deemed necessary

• Work is conducted in a shared, open, office environment with consideration toward equipment noise, confidentiality, voice volume

• The job is performed with the majority of time spent indoors and under minimal temperature variations; a portion of the day may be time spent outdoors and is subject to a variety of changing weather conditions and potentially uneven/slippery surfaces.

Reasonable accommodation may be made to employ a person with a disability to perform the essential functions of the job.

Office environment. Employees may experience constant interruptions; required to deal with distraught or angry parents, staff, or students in a calm supportive manner. Frequently required to meet inflexible deadlines.

EMPLOYMENT CONDITIONS:

• I-9 employment eligibility in compliance with the Immigration Reform and Control Act
• HIV/HBV training (obtain within 60 days of hire date

• District provided)

• Human Resources new hire training (obtain within 60 days of hire date

• District provided)

• First Aid/CPR/AED Training (obtain within 60 days of hire date

• District provided)

• Fingerprint Background Check Verification

• Mandatory reporter for incidents of child abuse, harassment, intimidation, bullying, fights, substance abuse, etc.

• Adherence to federal, state, and district regulations, policies and practices

• Abides by employment provisions provided for in the collective bargaining agreement

This position is that of an Office Support to the department administration and is represented by the PSE of Monroe, Office Personnel Association. Vacations, holidays, and other conditions of employment are covered under the PSE of Monroe, Office Personnel collective bargaining agreement. Hours and days to be determined by the district.

EVALUATION PROCEDURES:

An annual evaluation of performance shall be completed by the building administration in accordance with District evaluation procedures.

AFFILIATION

PSE of Monroe Office Personnel FLSA Covered

Updated 3-23-23