Powell Butte Community Charter School is a rural K-8 school offering a unique public school option in Crook County. Through place-based education, PBCCS is committed to offering integrated learning experiences that inspire creativity, hands on exploration of the natural world and service in the local community.
The Office Manager serves as the first point of contact for PBCCS team members, students, families and community members fielding inquiries and providing administrative and technical support. This is a customer service job that is multi-faceted. The Office Manager must support the daily tasks of the schools front office and professionally represent the school to parents, students, staff and community members while directing patrons appropriately. The Office Manager must be able to successfully perform essential duties and responsibilities in an environment that supports a positive school culture and learning environment, while excelling at multitasking, patience and positivity.
ESSENTIAL DUTIES AND RESPONSIBILITIES
Essential duties of this position include the following. Employees in this position perform some or all of the following tasks. Other duties may be assigned.
Administrative
1. Professionally represent the school in interactions with parents, community, staff, and students.
2. Perform general office duties including answering phones as appropriate, greeting the public, copying, filing, sorting and processing mail.
3. Follow and administer medical protocols for students and provide first aid (ice, bandages, take temperature, etc) to team members and students and maintain an accurate log of distribution consistent with school policies. 4. Maintain accurate student attendance records including entering daily attendance; check students in and out of the building; handle and track calls and notes from parents.
5. Maintain accurate and confidential records in printed and electronic format including: Cumulative (CUM) files, attendance records, immunization records, new and transfer student records and student withdrawals.
6. Maintain and report attendance records, immunizations, and Oregon Department of Education ask-fors (ie PE minutes, Civil Rights).
7. Manage supplies and materials, including maintaining inventory.
8. Knowledge of computer usage and ability to use database software, internet applications, Google Suite Apps, Synergy and communication software. 9. Ordering of supplies, educational software, curriculum, books, and other school-related materials.
Enrollment
1. Understand and implement charter enrollment law and PBCCS board policies regarding enrollment.
2. Process incoming and outgoing students.
Human Resources
1. Process new employee paperwork in accordance with state and federal laws.
2. Assist in administering employee benefit programs; serve as employee liaison to assist in problem resolution related to benefit deductions.
3. Track certified and classified substitutes for payroll purposes.
4. Implement fingerprint background checks for classified staff and substitutes.
5. Serve as the on site OEBB Administrator.
Technology
1. Assist in identification, evaluation and selection of educational and operational software.
2. Troubleshoot operation and software problems and escalate to technical consultant as needed.
3. Maintain technology inventory.
4. Maintain school website and social media.
Finances/Purchasing
1. Perform school related financial support using iVisions; Maintain purchase order log.
2. Work in collaboration with our CFO and financial support at the High Desert ESD.
3. Purchase goods, supplies, curriculum and equipment; maintain inventory.
4. Process incoming revenue.
5. Submit requisitions and process purchase orders.
6. Assist with major fundraisers.
Communications
1. Develop external communications plan to tell the PBCCS story through all media channels.
2. Communicate school information to families and the community through a variety of tools, including providing monthly newsletters and calendars, as well as programming updates.
3. Maintain school website and social media presence.
4. Assist in planning, preparation and marketing of school events, including school-based, fundraising and community events.
5. Manage PBCCS’s external print and electronic communications, including web content, social media, email marketing, press releases and media pitches.
MARGINAL DUTIES AND RESPONSIBILITIES
Marginal duties of this position include the following. Employees in this position perform some or all of the following tasks. Other duties may be assigned.
1. Serve on building committees and councils.
2. Coordinate travel and assist with other administrative needs.
3. Report issues to authorities as necessary.
SUPERVISORY RESPONSIBILITIES
This position may supervise volunteers. All school employees have a responsibility for supervising students and assisting in maintaining a safe environment.
MINIMUM QUALIFICATIONS
● Two years of postsecondary study or Associate’ Degree.
● A minimum of two years of school related experience is preferred.
● Success working in a busy office or school setting.
● Success working with Microsoft Excel, Word and Google Docs, websites and social media, and school databases.
● A valid Oregon Driver License, ability to obtain a valid CPR/First Aid card and pass criminal background.
PHYSICAL DEMANDS
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to talk or hear. The employee is frequently required to walk; sit; use hands for fine manipulation, handle or feel and reach with hands and arms using a keyboard and video display terminal. The employee is frequently required to stand and stoop, kneel, crouch or crawl and climb stairs. The employee must regularly lift and/or move up to 15 pounds and occasionally up to 50 pounds. Specific vision abilities required by this job include close vision.
WORK ENVIRONMENT
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The work environment is in a school that combines standard office setting including standard office equipment (fax, copier, phone, computer, 10-key, etc.) with the standard school setting. The noise level in the work environment is usually low to moderate and occasionally high. May be exposed to outdoor weather conditions and blood-borne pathogens.
Note: This is not necessarily an exhaustive or all-inclusive list of responsibilities, skills, duties, requirements, efforts, functions or working conditions associated with the job. This job description is not a contract of employment or a promise or guarantee of any specific terms or conditions of employment. PBCCS may add to, modify or delete any aspect of this job (or the position itself) at any time as it deems advisable.
PBCCS is an equal opportunity employer and provides services to the public on an equal opportunity basis and does not discriminate in employment or the provision of public services on the basis of race, color, religion, sex, national origin, age, disability, political affiliation or belief, citizenship or marital status. PBCCS complies with provisions of the various civil rights laws. PBCCS is committed to maintaining a drug-free workplace and strictly complies with the Drug-Free Workplace Act of 1988 and the Drug-Free Schools and Communities Act amendments of 1989. Upon request, PBCCS will give reasonable accommodations during the application and interview process as required in accordance with the Americans with Disabilities Act of 1990.
