POSITION TITLE:

Office Admin Coordinator

SCHOOL/DEPARTMENT:

Burlington School District - Food Services

REPORTS TO and SUPERVISION RECEIVED:

Director of Food Services

DIRECTLY SUPERVISES:

None

NON-UNION/UNION:

Non-Aligned

NON-EXEMPT/EXEMPT:

Non-Exempt/Hourly, Eligible for overtime

Benefit Eligible

Yes

REVISION DATE:

7/2/2020

1. SCOPE OF WORK: Flexibility and a willingness to work in a collaborative team environment are necessary. Excellent communication and organizational skills are mandatory as well as an ability to multitask and work with a wide variety of individuals. Responsibilities include the oversight, and coordination of the general daily office operations while supporting the Director and key support staff. General duties include performing a wide variety of key administrative functions such as A/P, Paysheet: Time and Attendance support to the payroll office. May also assist in creating schedules, supporting budgets, greeting and communicating with staff and guests, and maintaining effective workflow in the office. May also take on many other duties regularly associated with office management, including filing, faxing, creating memos and reports, and performing other clerical duties.

B. ESSENTIAL FUNCTIONS: This section outlines the fundamental job functions that must be performed in this position. This includes:

• Qualifications/Basic Job Requirements
• Physical and Mental/Reasoning Requirements
• Work Environment

These areas state the underlying requirements that an employee must meet in order to perform these essential functions. In accordance with the Americans with Disabilities Act, reasonable accommodations may be made to qualified individuals with disabilities to perform the essential functions of the position.

1. Coordinates and monitors various day-to-day administrative responsibilities.
2. Assists in the daily operations of the department.
3. Assists in the planning and issuing of daily work assignments; assists in monitoring the work in progress and checks completed work; reporting of time; assist staff with unusual or difficult tasks; assist with/ performance evaluation; bring special personnel problems to the attention of the supervisor.
4. Monitors the TimeClock System, facilitates corrections, edits as necessary.
5. Runs TimeClock reports by pay period for reporting and incorporation into the payroll processing.
6. Tracks employee records to assure proper and timely posting of benefit time.
7. Prepares and assigns budget codes to all purchase orders/invoices.
8. Orient all new hires as directed.
9. Coordinates various administrative and operational forms, records, reports, schedules, school testing, and other documents, ensuring timely and accurate completion of documents by other District personnel and/or outside individuals/organizations.
10. Organizes and maintains various general and specialized files and records, frequently involving cross-filing/cross- referencing.
11. Develops and maintains various logs and other manual record-keeping systems.
12. Compiles a variety of information from both manual and computerized records and files for regular and special reports and in response to specific requests by the supervisor.
13. Initiates and processes financial documents related to various bookkeeping functions such as operating budgets, capital budgets, state claims, special accounts, and the like; monitors financial activity; organizes and maintains financial records; collects and disburses funds; prepares related reports.
14. Serves as an assistant to the Director and key support staff in calendaring, scheduling of appointments, returning calls and emails in a confidential and professional manner.
15. Serves as administrative liaison with students, faculty, staff, key stakeholders, vendors, and/or other key department constituencies: explains policies and procedures; answers various questions; coordinates services; handles special requests.
16. Confers regularly with immediate supervisor, other departments, school and district personnel, and/or various outside individuals and organizations to plan and coordinate activities, exchange information, and resolve problems.
17. Develops and coordinates communications from building to the community and key stakeholders through newsletters, websites, email, social media, and automated phone systems.
18. Assists with general office administrative work: answering phones and performing reception duties; typing and printing correspondence, reports, etc.; ordering office supplies; maintaining appointment calendars; setting up meetings; photocopying; screening and distributing mail.
19. Participates in the interview and hiring process.
20. Uses discretion in handling confidential information and materials.
21. Performs other duties as assigned.
22. Properties Services only
1. Prepares and assigns work orders received on a daily basis.
2. Creates and processes schedules and work orders in accordance with the Preventive Maintenance program.
3. Schedules request for after-hours building use and schedules fans to maintain appropriate temperatures in those areas scheduled for after-hours use.
4. Prepares and issues rental billing when school facilities are used by outside agencies.
5. Maintains Asbestos records for each individual school location electronically.
6. 1. Food Services Only
   1. Assists team by coordinating catering orders, customer communications and billing.
   2. Acts as a contact for District Liaisons for the completion of Free and Reduced meal applications and to work with that team to assure student access to our services.
   3. Works with the BSFP management team to process Free and Reduced meal applications.
   4. Using our POS system, compile and distribute meal charge information bi-weekly.
   5. Works with our schools to troubleshoot and problem solve POS questions.
   6. Works directly with the BSD Data Team to assure timely and accurate information is available to most efficiently operate our program, such as, but not limited to the State's monthly Direct Certified List.
   7. On-site contact for our ancillary vendors, such as, uniform, pizza, and knife rental.
   8. Creates invoice for our services to customers and facilitates billing.

C. REQUIRED QUALIFICATIONS:

1. Education :
1. Minimum Required: Associate's degree with four years of office management experience or high school diploma or equivalent with eight years of office management experience.
2. Preferred: Bachelor's degree in business or other appropriate disciplines.
3. Certification Preferred: National Office Managers Association of America (NOMAA), Certified Office Manager, preferred.
   

1. Experience: Minimum of four years of relevant clerical and administrative experience or a combination of education and experience from which comparable knowledge and skills are acquired.
1. Broad base knowledge of general and specialized clerical and office management knowledge.
2. Good basic administrative and organizational skills.
3. Experience in organizing and maintaining moderately complex filing and records systems.
4. Previous experience with computerized information systems including but not limited to Google Applications, Microsoft Works, Word, and Excel
   

1. Knowledge, Skills, And Abilities :[Check only 1 box below]

• Working knowledge : Sufficient familiarity with the subject to know basic principles and terminology and to understand and solve simple problems.

• General knowledge : Sufficient knowledge of a field to perform most work in normal situations. The work calls for comprehension of standard situations and includes knowledge of most of the significant aspects of the subject.

• Thorough knowledge : Advanced knowledge of the subject matter. The work calls for sufficient comprehension of the subject area to solve unusual as well as common work problems, to be able to advise on technical matters, and to serve as a resource on the subject for others in the organization.
• Comprehensive knowledge : Requires complete mastery and understanding of the subject. This term should be used sparingly and only for unusually exacting or responsible positions required to originate hypotheses, concepts, or approaches.

4. List Specific Skills And/Or Abilities Required:

1. Ability to communicate courteously, efficiently, and effectively with a variety of individuals, including students, faculty, administrators, parents, and representatives of outside organizations.
2. Ability to effectively handle stressful situations and resolve conflicts.
3. Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, or governmental regulations.
4. Ability to write reports, correspondence, and procedure manuals.
5. Ability to effectively present information and respond to questions from groups of administrators, teachers, parents, students, and the general public
6. Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages, area, circumference, and volume.
7. Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists.
8. Ability to interpret a variety of instructions furnished in written or oral formats.

5. Preferred Qualifications: College level accounting or bookkeeping experience helpful, QuickBooks helpful. Experience using e-Finance or Excel and/or Google Sheets preferred

D. WORKING CONDITIONS: These are the physical and mental/reasoning requirements of the position as it is typically performed. The inability to meet one or more of these physical or mental/reasoning requirements will not automatically disqualify a candidate or employee from the position.

• Seeing
• Color perception (red, green, amber)
• Hearing/listening
• Clear speech
• Tasting
• Smelling
• Touching
• Dexterity: Yes Hand, Yes Finger
• Lifting - up to _20_ pounds
• Carrying - up to _20_ pounds
• Climbing on Stairs/Ladders, and balance
• Driving
• Standing
• Sitting
• Stooping
• Kneeling
• Crouching
• Crawling
• Remain Stationary
• Pushing/pulling
• Moving objects
• Reading - basic
• Reading - complex
• Math skills - basic

• Math skills - complex
• Writing - basic
• Writing - complex
• Analysis/comprehension
• Judgment/decision making
• Clerical
• Inside air conditioning and heat
• Outside weather conditions
• Works alone
• Works with others
• Face-to-face contact
• Verbal contact with others
• Extreme heat
• Extreme cold
• High places
• Noise
• Fumes/odors
• Dirt/dust
• Hazardous materials
• Electrical equipment
• Mechanical equipment
• Pressurized equipment
• Ability to move distances within schools, offices, and athletic fields

Equal Opportunity: TheBurlington School District provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.

Primary Location:
Food Services
Salary Range:
18.68/hr - 21.55/hr / Per Year
Shift Type:
Full-Time