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Office Administrative Coordinator - Central Office and Equity Office

Employer
Burlington Public Schools
Location
Burlington, VT, US
Salary
$18.00 - $21.00 / Per Hour

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Job Category
Administrator, Specialist / Coordinator
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Job Details

The Office Admin Coordinator for the Central Office and the Office of Equity is a non-aligned, non-exempt/hourly position that will report to both the Director of Equity and Executive Assistant to the Superintendent. The ideal candidate will be flexible and have a willingness to work in a collaborative team environment are necessary. Excellent customer service, computer, 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.

The Essential Functions of this position include:
  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; assists staff with unusual or difficult tasks; assists with/ performance evaluation; brings 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. Office of Equity
    1. Oversight and coordination of the general daily Office of Equity operations while supporting the Director and key support staff.
    2. Performs a wide variety of key administrative functions such as assisting in creating schedules, 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.
    3. Assists the Director of Equity in scheduling appointments, setting up zoom meetings, attending various meetings, and coordinating/distributing meeting minutes.
    4. Supports the Restorative Practices and Positive Behavior Interventions/Support Coordinator, along with the Equity Instructional Leader.
    5. Coordinates and organizes the Harassment, Hazing & Bullying training and revises Harassment, Hazing & Bullying letters as needed.
    6. Liaisons between Designated Employees, Non-Discrimination Coordinators, and Title IX Specialists, and the Director of Equity.
    7. Reviews all investigative reports generated by the various school to ensure compliance with the District's policies and procedures. Identified deficiencies through this review will be incorporated into future training.
  23. Central Office
    1. Assists in the daily operations of the Central Office.
    2. Answers the main phone lines and routes inquiries and complaints, transferring as needed.
    3. Greets all guests and directs as needed.
    4. Serves as liaison for email and general correspondence, routing to the proper contact.
    5. Receives and distributes U.S. mail, FedEx, UPS, and office supply deliveries.
    6. Schedules the 1G Conference Room.
    7. Orders supplies/paper as needed.
    8. Supports the Executive Assistant with other duties as assigned.

The required education and experience of this position include:
  1. Education:
    1. Minimum Required: Associate's degree with four (4) 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:
  2. Experience: Minimum of four (4) 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. Preferred knowledge of Vermont's Harassment, Hazing and Bullying procedures.
    5. Previous experience with computerized information systems including but not limited to Google Applications, Microsoft Works, Word, and Excel.
  3. Knowledge, Skills, And Abilities: (please see bolded bullet)
  • 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.
  1. 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.
  1. Preferred Qualifications: Experience using e-Finance or Excel and/or Google Sheets preferred.

Equal Opportunity: The Burlington 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:
Central Office
Salary Range:
$18.00 - $21.00 / Per Hour
Shift Type:
Full-Time

Company

The Burlington School District believes a diverse and culturally proficient faculty and staff are pivotal to the creation of a strong learning and working environment that supports student achievement and success. BSD administrators lead inclusive school communities with our vision: "Cultivating caring, creative, and courageous people. - Join the journey.” Located in Burlington, Vermont. The District has a vibrant, picturesque, culturally diverse community on Lake Champlain. With our excellent school system, parks, and local ski mountains within an hour’s drive, it is not surprising that Burlington routinely finds itself on the “best places in the country to raise children” lists.

 

 

 

Company info
Website
Telephone
802-865-5332
Location
150 Colchester Avenue
 Burlington
VT
05401
United States
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